Billing Models

User Manager uses a site-based licensing model that allows you to manage users across your entire Atlassian organization. This page explains how our licensing works, the available editions, and what happens when you reach or exceed your limits.

Why Site-Based Licensing?

Since Atlassian doesn't currently offer organization-wide app licensing, User Management & License Optimizer must be installed on one specific Jira site. However, once installed, it can manage users across all sites in your organization—not just the site where it's installed.

<img src="/wiki/download/thumbnails/5296750605/site-licensing-diagram.png" alt="Site-based licensing allows management of all organization sites" />

💡 Best Practice

Install User Manager on your largest Jira site to maximize your license value. The number of billable users on the installation site determines how many users you can manage across your entire organization.

License Editions and Multipliers

User Management & License Optimizer offers two editions with different user management capacities:

Standard Edition (2x Multiplier)

• Manage up to 2x the number of billable users on your installation site

• Example: Install on a 100-user Jira site → Manage up to 200 users organization-wide

• 3 months data retention for process history and logs

• 30-day grace period when limit exceeded

Advanced Edition (5x Multiplier)

• Manage up to 5x the number of billable users on your installation site

• Example: Install on a 100-user Jira site → Manage up to 500 users organization-wide

• 6 months data retention for process history and logs

• 60-day grace period when limit exceeded

Need More?

If neither edition meets your needs, please contact our support team. We'll work with you to find a custom solution that fits your organization's requirements.

License Enforcement Scenarios

✅ Active License

When your organization's billable users are within your licensed limit:

• All features work normally

• Full access to user browser, bulk operations, and automated tasks

• Data syncs run on schedule

• Historical logs are retained per your edition

⚠️ Grace Period (License Exceeded)

When you exceed your user limit:

Standard Edition:

• 30-day grace period begins

• Warning messages appear recommending upgrade to Advanced

• All features continue working during grace period

• After 30 days: Operations become disabled (see below)

Advanced Edition:

• 60-day grace period begins

• Messages appear requesting you contact support

• All features continue working during grace period

• After 60 days: Operations become disabled (see below)

🚫 Grace Period Expired

After the grace period ends:

• User management operations disabled: No bulk operations or automated tasks

• User browser remains accessible: View-only access to user data

• Data preserved: Existing data and logs are maintained

• Syncs continue: For the first 30 days to enable quick reactivation

❌ License Expired

When your license expires completely:

First 30 days after expiry:

• No user browser usage, bulk operations, or task runs

• Admin UI displays license expiration notice

• Syncs and housekeeping tasks continue running

• All database data is preserved

• Immediate reactivation possible upon license renewal

After 30 days:

• All data is permanently deleted, including:

  • User, group, and app data

  • Automated task configurations

  • Bulk operation logs

  • Historical data

• Minimal cost maintained for inactive installations

🆕 Never Licensed

Apps that have never had a valid license:

• Behave as if license expired for >30 days

• No data storage or operations available

• Must purchase license to enable functionality

Understanding Your Usage

How We Calculate Usage

1. Installation Site Users: Number of billable users on the Jira site where User Management & License Optimizer is installed

2. Multiplier Applied: Standard (2x) or Advanced (5x) based on your edition

3. Organization Total: Total billable users across all sites in your organization

4. License Status: Active, Grace Period, or Expired based on the comparison

Example Scenarios

Scenario 1: Within Limits

• Jira site: 150 billable users

• Standard edition: 150 × 2 = 300 user limit

• Organization total: 280 users

• ✅ Status: Active (20 users below limit)

Scenario 2: Upgrade Needed

• Jira site: 100 billable users

• Standard edition: 100 × 2 = 200 user limit

• Organization total: 350 users

• ⚠️ Status: Grace period (150 users over limit)

• Solution: Upgrade to Advanced (100 × 5 = 500 limit)

Scenario 3: Contact Support

• Jira site: 200 billable users

• Advanced edition: 200 × 5 = 1,000 user limit

• Organization total: 1,200 users

• ⚠️ Status: Grace period (200 users over limit)

• Solution: Contact support for custom licensing

Data Retention Policies