The article provides a guide to understanding and managing seat usage and user permissions within Happeo.
What is the Seats overview?
The Seats overview provides a comprehensive summary of your Happeo environment's seat usage. Here's what you can find:
- An overview of your environment’s seat usage
- A list of users within your environment and their user statuses
- Permission management for users
What is a seat?
A seat in Happeo represents a user license. It grants a user access to your Happeo environment. You may have a certain number of assigned seats, some of which may be occupied by active users while others remain available.
You can find more information about adding seats in the sections below.
What is seat capping?
Seat capping is a feature that allows you to set a limit on the total number of seats that can be assigned within your Happeo environment. For more detailed information, please refer to our article on Seat Capping.
Seat usage
Seat usage refers to the current state of seat occupancy in your environment. It provides insights into:
- Percentage of used seats – A visual representation of how many seats are currently occupied
- Total seats – The maximum number of seats allowed in your environment (your current seat cap)
- Assigned seats – The number of seats currently occupied by active users
- Reserved seats – The number of seats reserved for pending invited users
- Available seats – The number of seats that can still be assigned
User statuses and types
A user status in Happeo refers to the current state of a user's account and seat assignment within the platform.
For more information about user statuses and types, please refer to this article.
How does seating work?
Google Workspace
To gain access to the Happeo environment, users must be assigned a seat. This can be done in two ways:
- OU-based seating (Google Only) – Users can be granted access based on their membership in specific OUs within your Google Workspace domain
- Individual seating – Users can be assigned seats individually by their email address, regardless of their OU membership
Entra ID and Okta
User access is managed through the Application Connector. You define the specific groups and users that should be synced to Happeo, thus determining who will have access to the platform.
Seat and unseat users from Google Workspace
Please refer to this article to learn more about seating and unseating users from Google Workspace.
What if there are no available seats?
Auto-seating disabled
If auto-seating is turned off and there are no available seats, you can manually add more seats. Navigate to Users and click Add more seats under the Seats overview.
Note: You will receive a warning message about exceeding your agreed-upon seat limit in the Order form between you and Happeo.
Auto-seating enabled
If users are waiting to be seated due to a lack of available seats, a notification will appear at the top of the Users menu.
Adding more seats
- Increased seat cap – Adding more seats will increase your current seat cap until the end of your subscription term
- Invoicing – You will receive an invoice for the additional seats, which must be paid upfront
- Automatic renewal – During automatic renewal, Happeo will maintain the current seat cap
- Confirmation and purchase order – Confirm that you understand the conditions and have the authority to add more seats. You can also provide a purchase order number if required
- Invoice and Confirmation – After confirming, you will receive an invoice within 30 days and a confirmation of your purchase
What is the "Auto increase total seats" toggle?
The "Auto increase total seats" toggle is enabled by default. This setting automatically increases the total number of seats when new users are added to your Happeo environment.
If the option is disabled, seats will not be automatically increased when users are added, even when there are not enough seats to accommodate them.
How it works
- User eligibility – The option considers invited users and other users eligible for a seat
- Seat increase – Based on the number of pending users and invited users, the total number of seats is increased
- Automatic seat assignment – Users in OUs configured for auto-seating are automatically assigned seats
- Updated seat counts – After refreshing the page, you'll see an increase in both total seats and assigned seats
Additional information:
- Purchase history – You can review your purchase history next to the "Add more seats" button
- Seat cap limitation – If your current seat cap is lower than the number of seated users, the auto-increase option will be automatically disabled
How to manually assign seats to users
In Happeo, to manually assign a seat to a user, especially those in OUs not configured for auto-assignment, follow these steps:
- Go to the Unassigned filter to view users without seats
- Click the three dots next to the desired user and select Permission management
- Change the user type to Seated
- Click Save and confirm your choice
Invited users and seat reservations
When a user is invited to your Happeo environment but hasn't yet accepted the invitation, their seat is reserved. This ensures the seat will be immediately available once they accept the invite.
Note: Users cannot be invited if there are not available seats.
Invitation process
Once a user is invited, they will receive an email with a link to accept the invitation.
Note: Invites to join your environment will be sent regardless of whether email notifications are turned off from the Admin Settings > Security > Email sending.
For more detailed information about invited users, please refer to this article.
Reserved seats
The Seats Overview shows the number of reserved seats. These seats are temporarily held for invited users and unavailable for other users.
Removing reserved seats
If you need to remove a reserved seat, you can simply cancel the pending invitation.
Permission management
To manage individual user permissions, go to the Users tab.
You can learn more about user permission management in this article.
Export user list CSV
To learn how to export a user list CSV, please see this article.