You may see warnings in the AppSheet Admin Console if one or more of the following are true:
- Your organization has exceeded the number of licenses purchased
- Users of your organization's apps have accessed apps without a sufficient license
This section provides more information about the license warnings and sharing violations:
- License warnings
- Sharing violations
- Additional context on why licenses were used
- License warnings FAQ
- Note:License warnings are not shown to app creators or app users—warnings are only visible to admins. However, your AppSheet service may be interrupted after multiple consecutive months of unresolved license warnings. If service interruption becomes necessary, AppSheet will provide at least 30 days of advanced notice to admins.
On the Used tab on the Licenses page, you will see a historical report of users and the licenses they have used in the most recent calendar month.
Learn more about how to limit AppSheet license consumption .
License warning scenarios
The following lists common license warning scenarios. See also Additional context on why licenses were used and the License warnings FAQ .
This warning will appear when there are more Core app users and app owners than Core licenses purchased. This can happen when the Core security setting is off and your Core app owners share their apps with users (for example, external or unauthenticated users) that do not have a Core entitlement through your organization’s Workspace license.
This warning will appear when there are more Enterprise Plus app users and app owners than Enterprise Plus licenses purchased. This can happen when your Enterprise Plus app owners share their apps with users that have a Core license or with external users. It can also happen when you have pooled licensing turned on without purchasing sufficient enterprise licenses with an annual commitment.
This warning will appear when you have more users consuming User Pass licenses than have been purchased. This can happen when your Core or Enterprise apps have been shared more broadly than initially estimated.
Sharing violations
The following lists the sharing violations.
Additional context on why licenses were used
Licenses can be consumed for any of the following reasons:
- Enterprise admin: The user was assigned AppSheet admin privileges and has an AppSheet Enterprise Plus license.
- Enterprise app owner: The user owned active enterprise apps in the calendar month. This will be the reason that a user consumes an enterprise license even if they have also used enterprise apps - or in other words, enterprise app ownership takes precedence over enterprise app consumption.
- Used Enterprise app: The user accessed an enterprise app in the calendar month. Note that it is possible for a user with a lower license tier (for example, Core or external user) to consume an enterprise license because an enterprise app owner shared one of their apps with the user.
- Core app owner: The user owned active Core apps in the calendar month. This will be the reason that a user consumes a Core license even if they have also used Core apps - or in other words, Core app ownership takes precedence over Core app consumption.
- Used Core app: User accessed a Core app in the calendar month. Note that it is possible for a user with a lower license tier (for example, Free or external user) to consume a Core license because a Core app owner shared one of their apps with the user.
- Assigned or pooled: The user was granted an enterprise license - either assigned through the Google Admin Console or automatically granted through pooled licensing. This will only occur when the user is accessing apps owned by a non-enterprise app owner.
License warnings FAQ
The following lists the frequently asked questions.
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Once a license is used, the license remains with the user through the end of the calendar month. For example, if users have already used an Enterprise license earlier in the month, then they can't be granted a User Pass license until the following month. In other words, User Pass licenses can't be retroactively applied to users that already used an Enterprise or Core license.
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After User Pass licenses have been purchased, external users that haven't already used an Enterprise license, will be granted User Pass by default. External users that have already used an Enterprise license earlier in the month will be granted a User Pass license the following month as long as the organization has purchased User Pass licenses.
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If you have used more Enterprise licenses than you have purchased, then purchasing additional Enterprise licenses will resolve the license warnings within 24 hours (you can view the last update in the upper right-hand corner of the AppSheet Admin Console). The only way to immediately resolve license warnings for a given license type (such as, Core, Enterprise, User Pass) is to purchase licenses of that license type.
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If you change your license settings or want a user to consume a different license type, then those changes will only apply for the following calendar month because once a license is used, it remains with the user.
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User Pass licenses are pooled - they are not assigned in the Google Admin console. Attempting to assign the licenses to a user in the Google Admin Ccnsole will have no effect. After User Pass licenses are purchased, they are automatically granted to external users, unauthenticated users, and users with a Core or Free license that access an app created by an Enterprise user.
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If your organization needs to limit usage of User Pass licenses, you can use AppSheet policies to restrict who can share apps with external users. Exceptions can be added to the policy for the app creators that need to share their apps with external users.
You have two options:
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Option 1: Assign your Enterprise licenses in the Google Admin console and apply AppSheet policies to restrict app sharing with external users. If you plan to assign your licenses, make sure pooled licensing is turned off. If you have apps that require sharing with external users and you don't want them to consume an Enterprise license, then you can purchase User Pass licenses. Keep in mind that any existing users that have used an Enterprise license prior to this change will have used that license for the month. They will only use a User Pass license the following month.
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Option 2: Configure your pooled license settings to restrict access to members of a group you have selected. This will ensure that only users within the group you define will use your Enterprise licenses. Keep in mind that any existing users that have used an Enterprise license prior to this change will have used that license for the month.
