> For the complete documentation index, see [llms.txt](https://docs.cogram.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cogram.com/administration/licensing.md). # Licensing Licensing controls which module features each person in your organization can use. It is a separate axis from [Organization Roles](/administration/organization-roles.md) and [Project Roles](/administration/project-roles.md): roles decide what you can reach and do within the organization and its projects, while licensing decides which **modules** you can act in. ## How licensing works Cogram licensing has two layers: * **Module entitlements**: which modules your organization's plan includes. Entitlements are set by Cogram when your plan is configured. A module your plan doesn't include shows as **Disabled** and can't be assigned to anyone. * **Seats**: within an entitled module, each person given access consumes one seat. Seat counts are managed by Cogram; your admins assign the seats you hold to specific users. ### Licensed modules Cogram has six licensable modules: * **Meeting Minutes** * **Field Reports** (includes observations and drawings) * **Email Management** (includes transmittals) * **RFI / Submittals** * **Transmittals** (legacy standalone module; new plans get transmittals through Email Management) * **Assistant** ## Access levels Each member has one of two access levels, derived from the module licenses they hold: * **Full access**: holds one or more module licenses. Can create, edit, delete, and export in the modules they're licensed for. * **View & Respond**: holds no module licenses. Read-only access to the projects they belong to, on both web and mobile. ### What View & Respond includes A View & Respond member, in the projects they belong to, can: * Open and read content across the licensed modules below. * Download files and export reports. * Take part in the project task board. The board is not a licensed module, so licensing never blocks it. What you can do on the board depends on your [project role](/administration/project-roles.md), not your access level. They cannot create, edit, delete, or take other write actions in the licensed modules. | Module | View & Respond can | Full access adds | | ---------------- | ------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------- | | Meeting Minutes | Browse meetings, open detail and minutes, download and export | Schedule, record, and upload meetings; edit, delete, and share meetings; extract observations | | Field Reports | Open reports, observations, and drawings; download drawings and templates | Create and finalize reports; add, edit, delete observations; upload and edit drawings; manage drawing sets | | Email Management | Browse and search filed emails, open detail, download attachments | File, unfile, and re-file emails; export; bulk actions | | RFI / Submittals | Browse lists and boards, open detail, download packages | Respond; manage reviewers; sync to Procore | | Transmittals | Open transmittals and their attached files | Create, edit, send, close, acknowledge; export | | Assistant | No access | Use the Assistant | An **Email Management** seat also covers all transmittal write actions. A separate Transmittals seat is only relevant on legacy plans that hold Transmittals as a standalone module. > **View & Respond is not the same as a project Viewer.** "View & Respond" is an organization-level access level (which modules you're licensed for). A project **Viewer** is a [project role](/administration/project-roles.md) (what you can do inside one project). The two are independent. ## Managing licenses Owners and Admins manage licenses in [Organization Settings > Licenses](https://app.cogram.com/dashboard/settings/admin/licenses). The page shows: * A **seat-usage strip** for each module: seats used out of your total. If a module goes over its seat count it keeps working for everyone already assigned; contact Cogram to adjust seats. * A members table with a per-module switch for each user, plus an always-on **View & Respond** column that every member has by default. ### Set the default for new members The **New members get Full access by default** toggle controls what newly joined members receive: * **On**: new members are granted Full access to every module the organization has enabled. * **Off**: new members join as View & Respond, with no module licenses. The organization Owner is always Full access, regardless of this setting. ### Choose an access level when inviting When you add users in [Organization Settings > Users](https://app.cogram.com/dashboard/settings/admin/users), the **Access level** selector sets what the invited users receive: * **Organization default**: follows the toggle above. * **Full access (all modules)** * **View & Respond** ### Change a member's access On the Licenses page: * Toggle a single module on or off for one member using the switch in that member's row. * Select one or more members, then use **Assign module…** or **Revoke module…** to change specific modules in bulk, or **Grant Full access (all modules)** / **Revoke all access** to change everything at once. Revoking every module license leaves a member as View & Respond. Enabling a new module organization-wide grants it only to members who already hold at least one license; View & Respond members do not receive the new module automatically. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://docs.cogram.com/administration/licensing.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.