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Add and Assign Licenses

Managing licenses in flair allows you to control access to Salesforce and Employee Hub features. This guide covers adding, assigning, and managing licenses for your organization.

Overview​

flair offers different types of licenses:

  • Salesforce Licenses: Required for users who need access to flair features in Salesforce
  • Employee Hub Licenses: Required for employees to access the Employee Hub
  • Administrator Licenses: Special licenses for users who need administrative access

Adding New Salesforce Licenses​

Creating new flair licenses offers flexibility in managing the growing number of employees in your organization. This feature empowers you to seamlessly respond to increasing employee numbers and grant access to new team members whenever needed.

Activating the flair API Function​

To add new flair licenses, users must first log into the flair HR app and follow the following steps.

ℹ️ Please note: You may have to complete these steps to enable Remote Site Settings and ensure that flair Recruiting and the Employee Hub work properly.

  1. Click on the Setup gear icon located in the upper right corner of the screen
  2. In the Quick Find bar on the left side of the Setup page, type "Remote" and click on Remote Site Settings in the search results

  1. On the Remote Site Settings page, locate the Remote Site Name related to the Flair API
  2. Click on the Edit button next to the Flair_API entry

  1. Check the Active box to enable the Flair API and click Save to save the changes

Adding New Licenses​

Once the Flair API function is activated, you can proceed to add new licenses using the HR app:

  1. Log into the flair HR app on Salesforce
  2. Click on HR Admin in the Nav Bar and then open the Billing tab

  1. On the Billing tab, you will see your active licenses. The plan you have purchased will be indicated by a blue corner
  2. Click on the "+" symbol in the Quantity section to add a new license

  1. Next, click Update Subscription to add the new license

By following these steps, you can activate the Flair API function and add new flair licenses conveniently.

Adding Employee Hub Licenses​

To add new licenses for the Employee Hub:

  1. Go to HR → HR Admin → Billing
  2. You will have the option to add licenses with the + symbol on your own
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Billing​

New licenses are automatically charged until the end of your contract period. Invoices are sent automatically - no action is required on your part.

Assigning Licenses to Users​

If you want to give a Salesforce user access to the flair package, you need first to assign licenses to them.

Steps to Assign Licenses​

  1. Go to Setup in your Salesforce Org, and search for Installed Packages

  1. Find the flair.hr package in the list and click Manage Licenses

  1. Then click Add Users in order to assign a flair license to a Salesforce user

After following these steps, you will be able to give users access to flair on Salesforce.

Assigning Administrator Licenses​

Certain prerequisites must be met to define and manage administrator licenses for users. The following explains how to assign licenses and what to consider when an administrator leaves the company.

For Users with Salesforce Access​

If the user has Salesforce access, they only need the flair HR Admin License to be granted administrator rights.

For Users without Salesforce Access​

If the user does not have Salesforce access, the flair.force Admin License is required to enable admin rights within flair.

Transferring Licenses for Former Employees​

When an administrator leaves the company, their license can be easily transferred to a new employee:

  • The former employee's (or user's) record can remain in the system for historical and administrative purposes
  • Important: The former employee's record should have a termination date set in the past. This ensures that the license is released and can be reassigned to another user

This approach ensures that administrator licenses are used efficiently and can be seamlessly transferred to new users without losing existing data.

Canceling Licenses​

To cancel licenses or change the amount of an invoice, follow these steps:

Canceling Licenses​

  1. Send an email to support@flair.hr stating that you would like to cancel a specific number of licenses
  2. A two-week notification is required before the end of the month
  3. The license count will be reduced to the desired amount by the end of the current month
  4. Your next yearly subscription will reflect the reduced billing amount

Important Notes​

  • License cancellations require two weeks' notice before the end of the month
  • The reduction will take effect at the end of the current billing period
  • Your next invoice will reflect the reduced number of licenses
  • Billing adjustments are processed automatically

For questions about license cancellations or billing changes, please contact support@flair.hr.

Troubleshooting License Assignment Emails​

When the Monitoring Integration is activated in flair HR Admin, administrators receive email notifications every 30 minutes whenever a flair license is assigned – either to another user or to the admin themselves.

This is a security feature designed to alert admins in case of unauthorized license assignments by other admins or users with the necessary permissions.

When Do the Emails Occur?​

The emails are sent:

  • Every 30 minutes when licenses are assigned
  • To administrators who have Monitoring Integration enabled
  • For any license assignment activity in the system

Resolution Options​

If these emails are not desired, there are two options:

  1. Disable Monitoring Integration: Disable the function in flair HR Admin settings.
  2. Adjust Permissions: Review and adjust permissions to limit who can assign licenses, reducing the frequency of these notifications.

Recommendation​

We recommend keeping Monitoring Integration enabled for security purposes, as it helps detect unauthorized license assignments. However, if the frequency of emails is disruptive, you can adjust notification settings or review your license assignment processes.

Support​

If the emails continue even after deactivation, or if you have questions about the configuration, please contact the flair Support Team by replying to the notification email or opening a support ticket.