Licensing

How Cogram licensing works — module entitlements, seats, and the two access levels (Full access and View & Respond).

Licensing controls which module features each person in your organization can use. It is a separate axis from Organization Roles and Project Roles: 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, 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 (what you can do inside one project). The two are independent.

Managing licenses

Owners and Admins manage licenses in Organization Settings > 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, 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 are not granted the new module automatically.