How floating licenses work in Zefort

Floating licenses allow multiple people in your organization to access Zefort without needing a dedicated license for every individual. The total number of floating licenses on your account dictates exactly how many floating users can be logged in at the same time.

If your current plan doesn’t include floating licenses, please contact Zefort’s customer success team to add them to your subscription.

Difference between regular and floating users

A regular user can log in whenever they need to. A floating user can log in only when a floating license is available. Beyond the login process, both user types work the same way. You manage user permissions and binder access for floating users exactly as you do for regular users.

For example, imagine your account has two floating licenses, but you add 10 people as floating users. This means any two of those 10 people can log in at the same time. If a third person tries to log in, they get an error message. They can access the account later, as soon as one of the active users logs out.

Note: Signing contracts never takes up an active seat. Floating users can always log in to the Zefort Sign portal to complete signatures without using a floating license.

Choose the right license for your team

Think of a floating license like a shared company car. If you only need to run a quick errand once a week, it makes sense to share the keys. However, if you drive all day, every day, you need your own vehicle.

Assigning the right license type ensures uninterrupted workflow for heavy users while maximizing seat efficiency.

• Floating license: Choose this for people who log in rarely and only need access for short periods.
• Dedicated license: Choose this for heavy users. Team members who manage contracts daily, draft agreements, or require constant, uninterrupted access should have dedicated seats.

Troubleshooting login errors for floating users

When someone tries to log in while all floating seats are occupied, the platform displays an error message. The user simply needs to wait until another user finishes their session.

However, if your users see this error frequently, you have some options to resolve the issue.

Adjust session lifetime settings

First, you can shorten the session lifetime for your floating users. This setting controls the maximum idle time before the system automatically signs a user out. A shorter session lifetime frees up licenses faster for others to use.

1. Go to Account settings > Security > Session lifetime > Floating license users
2. Decrease the time limit for Window lifetime
3. Click Save changes to confirm.

Reallocate licenses between users

Review which team members log in most often to make sure licenses match actual usage. If a user with a floating license works in the account every day, assign them a dedicated license instead. You can then move an infrequent user from a dedicated license to a floating license.

Add more floating licenses

If adjusting idle times and reallocating seats does not stop login errors, you likely have too many floating users sharing too few licenses. You may need to add more floating licenses to your account to allow more people to work at the same time. To do this, please contact Zefort’s customer support.

Assign floating licenses

You can assign a floating license to a single person or update multiple team members at the same time.

Assign floating license to one user

1. Click the user whose license you want to change.
2. In the License dropdown, select the correct floating license.
3. Review the permissions, if needed.
4. Click Save to confirm.

Assign floating license to multiple users

1. In the Users table, select the checkboxes next to the people you want to update.
2. In the toolbar above, click License & permissions.
3. Select the floating license in the License dropdown, and click Apply.

To learn more about user management, see Add users to account and Manage users in bulk.