License
A TFlow license is a usage right that a company (organization) purchases and then hands out to individual members. Without a license many screens are still viewable, but change actions such as editing, creating, approving, or deleting require a license. A few seller screens that reveal the other party's identity require a license just to open (see 2-2).
ℹ️ Visibility condition — In an environment where license restrictions are not yet switched on, features work as usual without a license and the blocking notice described below does not appear.
1. If you see "A license is required"
Ask your company Master to assign you a license. Once the Master turns it on for your account, saving and approving work immediately — you do not need to sign in again.
How to word the request — "Please turn on a license for my account in Organization > License tab."
If you are the Master yourself, you can turn it on directly in the Organization > License tab.
| What you see on screen | What it means and what to do |
|---|---|
| "A license is required for this action. If you belong to a company, ask your company Master to assign you one — otherwise start a subscription." | Your account has not been assigned a license yet. Ask your company Master to assign one. |
| "More users are assigned licenses than your valid subscription allows, so you cannot access this feature." | More people hold licenses than the company purchased, so access is temporarily blocked. Ask your company Master to tidy up the assignments or buy more licenses. |
🖼️ Screen capture Unified "license required" modal — "A license is required" notice + guidance to Organization Management 📍
tflowx.com· Save locationimages/common/license-required-modal.png
2. Features that require a license
The main features whose change actions require a license are as follows.
| Area | Actions that require a license (examples) |
|---|---|
| Documents | Editing in the document viewer/list, running AI analysis (analysis dropdown) |
| Calendar / Schedule | Creating or editing events |
| Tasks | Creating a task, changing its status |
| QT Quotes | Editing, approving, accepting a quote, and all other actions → QT Handshake |
| AI Analysis | Requesting analysis such as IRR or LEO |
| AI Chatbot (Lyra) | Chatbot actions that cause a change |
| Store seller sales | Viewing buyer identity (company, contact, email, phone) on received RFQs, changing status, assigning members, writing/sending quotations, viewing and replying to inquiries (1:1 chat), viewing chatbot conversation history → Seller guide |
| Daily AI tokens ✨ | Daily base tokens are granted only to license holders → Subscription · Billing · Tokens |
2-1. How far the check reaches — reading is free, changing needs a license
ℹ️ The same rule applies across a wide range of areas — projects, documents, calendar, tasks, categories, POs, email, shipping, customs, chat, friends, inquiries, departments, and more. Reading (viewing) is mostly free, and the moment you change something a license is required — that is the way to understand it.
The exception is seller screens that reveal the other party's identity (buyer details in the RFQ Inbox, Inquiries, Chatbot Conversations). Those require a license just to read — you meet a locked screen or a 🔒 mark the moment you open the list (see 2-2).
2-2. The storefront exception
ℹ️ The storefront is an exception and stays open — store operations such as creating a store, registering products, and publishing, as well as buyer-side RFQ submission, adding to cart, and sending a 1:1 inquiry, work without a license. The paid point for the store is the seller's sales response: viewing buyer identity on received RFQs and quoting, reading and replying to inquiries, and reading chatbot conversations.
Without a license, buyer information appears 🔒 masked in the RFQ Inbox list and detail, while Inquiries and Chatbot Conversations show a locked screen the moment you open the list. Response actions such as writing a quotation lead to a subscription prompt.
3. Concept — The organization buys, then assigns to people
- Purchase unit: Licenses are purchased at the company (organization) level. → Subscription · Billing · Tokens
- Who assigns: The company Master turns the license on for each individual member.
- Members without one: A member who has not been assigned a license can view content, but any change action they attempt is blocked.
ℹ️ In other words, "buying a license" and "assigning a license" are separate things. Even if a company bought 5 licenses, a person the Master has not assigned still has no change permission.
ℹ️ Default state for new sign-ups — Newly created accounts are not issued a license automatically (usage is mostly view-only). Start a free trial or pay for a subscription to obtain licenses. One seat is automatically assigned to the payer of a subscription and the person who starts a trial, so you can use editing features immediately after payment or trial start without a separate assignment step.
From here on, this is what the company Master does. If you are a member who simply uses an assigned license, you can stop reading here.
4. Assigning licenses to members (Organization > License tab)
Entry: Top-right profile menu → Organization (tflowx.com/my/organization) → License tab
This is the screen where a license is turned on and off for a member, and only the Master can edit it.
- If there is no subscription: "No subscription" is shown along with Subscribe.
- Member card list: Each member has a card, and you assign or release a license with the license icon toggle on each card. The card of a member who holds a license is highlighted in the background.
- Capacity limit: Total assignable people = number of licenses held × users per license. If you try to assign beyond the limit, an over-assignment warning toast appears.
- Summary bar: The top of the screen shows Owned Licenses · Total Seat Capacity · Active Users · Available Seats in one row.
5. When reducing the license count — the reduction notice modal
If you try to reduce the license count to fewer than the number of people already assigned, the change is not saved and a two-button modal appears — "N users are assigned licenses. Change license users first, then change the number of licenses."
- Manage license users → Go to Organization > License tab and clean up the assignments first
- OK → Close the modal
In other words, you must follow the order "first reclaim licenses from people → then reduce the count."
🖼️ Screen capture License reduction two-button modal — Manage license users / OK 📍
tflowx.com/my/subscription· Save locationimages/common/license-reduce-modal.png
ℹ️ For the refund / scheduled reduction rules that apply when you reduce the license count, see Subscription · Billing · Tokens — Refund Policy.
💡 Troubleshooting (FAQ)
Q. Viewing works, but when I click Save/Approve I get "A license is required." A. Your account has not been assigned a license yet. Ask the company Master to turn on a license for you in the Organization > License tab.
Q. I turned on a license, but I get an "over-assignment" warning. A. The number of people you are trying to assign has exceeded the licenses held × users per license (the capacity limit). You need to purchase more licenses or release another member's assignment to free up a slot.
Q. I'm trying to reduce the license count, but a modal blocks me. A. You cannot reduce it below the number of people currently assigned. Go to Manage license users in the modal, reclaim the assignments first, and then reduce the count.
Q. In our environment there are no license restrictions at all. A. You may be in an environment where license restrictions are not switched on.Visibility condition In that case you can use the features regardless of license assignment.
Q. Where do I actually buy the license count itself? A. Purchasing licenses and changing their quantity is done in Subscription · Billing · Tokens; assigning the licenses you bought to people is done in the Organization > License tab covered in this document.