Sharing Licenses

Share a license

The license owner can share a license, and so can any researcher they have given Modify Shares permission.

1. Navigate to Billing > Licenses and open the license you'd like to share.

2. Go to the Shares tab and click Share.

3. Enter the email address the researcher signs in to Inclivio with. They need an Inclivio researcher account before you can share with them.

4. Under Permissions, tick what this researcher can do. Nothing is ticked to begin with. To let them run their studies on the license, tick at least Apply to Projects. See what each permission allows below.

   

5. Click Assign. The researcher appears in the table on the Shares tab, with a column for each permission.

   

Trial licenses can't be shared. A license you have requested can be shared once we have issued it.

What each permission allows

A researcher you share a license with can do only what you tick. However few permissions they hold, they always see the license's name and status in their licenses. As the owner, you always hold every permission on your own license.

Viewing the license

• View Usage: The researcher can see what the license has used, including how many of its SMS and WhatsApp pings remain. Without it, they still see whether the license is active or has run out, so they know whether it can fund their study.
• View Activity: The researcher can open the license's Activity tab. It lists everything that has happened on the license, such as projects being attached and researchers being added, and includes a report of the pings charged to it.
• View Assigned Projects: The researcher can see the Research Projects section, which lists every project the license funds and who runs each one, including projects that aren't theirs.
• View Shares: The researcher can open the Shares tab and see who else the license is shared with and what each of them can do. Without it, they don't see any other researchers on the license.

Using and managing the license

• Apply to Projects: The researcher can fund their own studies with the license. They choose it under Primary Funding on the study's Billing tab. Each study they attach counts toward the number of studies your license can fund at the same time. If you take this permission away, they can't attach the license to any more studies, but studies already funded by it carry on.
• Modify Shares: The researcher can share the license with other researchers, change what the other researchers can do, and remove them. It includes View Shares. They can't change their own permissions or remove themselves. They can, however, give other researchers any permission, including ones they don't hold themselves. Only give it to someone you would trust to decide who has access to your license.
• Manage Finance Docs: For a license paid by invoice, the researcher can see and download the invoice and your institution's purchase order. While the invoice is unpaid and no purchase order has been added, they can upload one. It doesn't let them pay the invoice. Only the license owner can do that.

What the researcher sees

The license appears in the researcher's Billing > Licenses, marked Shared by followed by your name and email. Inclivio doesn't email them when you share a license, so let them know it is there. When they open it, they only see the tabs and sections their permissions allow.

Change or remove access

1. Open the license and go to its Shares tab.

2. To change what a researcher can do, tick or untick the boxes in their row, then click Save in the green banner. Nothing changes until you save. A box that is ticked and greyed out is included by another permission in that row. To clear it, untick the permission that includes it.

   

   To stop sharing the license with a researcher, click the menu (⋮) at the end of their row, then Remove Access, and confirm. The license no longer appears in their licenses.

   

Every share, permission change and removal is recorded on the license's Activity tab, along with who made it.