Quick guide for administrators

This guide provides an overview of the capabilities of the Administrator role within the Katalon Platform. It includes details on tasks such as managing user for your organization, accessing information about your existing subscriptions, and the distribution of licenses to users.

Requirements

• You have created a Katalon account. Register for a Katalon account if you don't have one.

• You are an administrator for your organization. For more information about roles and permissions as well as Katalon management structure, refer to the following topic: Administrative Roles and Permissions.

User Management

Invite users to join an Organization

To work with your team on a project, start by adding them to your Organization.

Follow these steps to add users to your Organization.

1. Sign in to TestOps Admin and select your desired Account.
2. n your Account admin page, select your Organization.
3. Select Users to open the User Management page. Click the Invite Users button at the top right corner.
4. Note:

   • Before you perform this step, we highly suggest that you plan which group of users you want to assign specific licenses and teams to.

   On the Invite Users to Organization window, enter your user's email address. Then, click Next.

   You can enter multiple email addresses to invite multiple users at once (separate by commas).

   
5. On the Team and Licenses window, assign teams and licenses to your users.
   
   1. In Add users to teams section, select one or multiple teams you wish to assign to your users.
      

      In case your Organization have no team, you can create a new team by clicking Create a team. Refer to the following topic for the next steps: Create a Team.

   2. In Select licenses section, select the type of licenses you wish to award to your users. You can change these settings later in the License Management section.
6. When you're done, click Confirm.

• If the email domain of the invited users is not a public one (e.g., @gmail.com) and matches the email domain of either the Account/Organization Owner or the inviter, the invited users will promptly become active users of your Organization.

• In contrast, other users will receive an invitation email to join your organization. Once these users accept your invitation, they then become users of your Organization.

  You can track their pending invitations in Pending Invitation section. You can also refer these users to view this topic for more information: Join a TestOps Organization.

Note:

• In case your invited users have not received the email, make sure that they check their spam inbox or ensure that the Katalon Platform email address is whitelisted.

Change user role

In an organization, different roles have different permissions. Learn how to change roles and permissions for a user.

You must have invited users to join an organization first. To learn more about roles and permissions, see: Administrative Roles and Permissions.

Note:

• The Owner has the highest level of permissions. This is the default role for the first member of any Organization.

Change the role of an existing user by following these steps:

1. Go to the User Management page.
2. Select the checkbox next to the user's name then click on the Change Role button.

   You can select multiple checkboxes if you want to update the same role for multiple users.

   
3. The Change User Role dialog pops up. Double-check the email addresses then select a new role in the dropdown list.
   
4. Click Change Role to confirm your action.

You have now changed you users' roles.

Remove existing users

Note:

• When you remove a user from your Organization, that user can no longer log in to your Organization.
• After being removed, users' assigned licenses are revoked and their associated machine IDs are removed from the Registered Machine list.
• The data that was used by removed users is retained and remains accessible within your Organization.
• In case removed users are the Owner of any Projects, this role will be transferred to the Organization Owner.
• Removed users can be invited back any time, but they will have to go through the invitation process again.

To remove existing users, do as follows:

1. Go to the User Management page.
2. Select the checkbox next to the user's full name that you want, then click the Remove Users button.
   You can remove multiple users by selecting multiple checkboxes.
3. The Remove Users dialog pops up. Double-check the email addresses and click Remove to confirm your action.
   

You have removed the users.

License Management

View license information

Important:

• You must be the Owner or Admin of your Organization to access the License Management page. If you do not have it, you can ask your account owner for this permission. See: Change user role.

You can verify the subscription information and view all license information by following these steps:

1. Sign in to TestOps Admin and select your Account.

2. On the Account admin page, select your Organization.

3. Select License to open the License Management page.

4. Select a Katalon product. For example, Katalon Studio Enterprise (per-User). The page displays as below.

   

   • In the Subscription Details section, you can see the following information:

     • Subscribed Licenses: the total number of licenses you have purchased, also known as your license quota.

     • Available Licenses: the remaining licenses you can use.

       Note:

       • Licenses attributed online, as well as offline licenses you have generated, are subtracted from your license quota.
     • Machine Quota: the maximum number of machines that can be registered with your licenses.
     • Expiry Date: the date when your licenses expire.

   • In the Licensed Users section, you can add users for license usage. You can also view a list of users you have added for license usage.

   • In the Online Licenses section, you can see a list of active machine IDs (users who are currently using the licenses online).

   • In the Offline Licenses section, you can see a list of machine IDs bound to offline licenses.

   • In the Registered Machines section, you can see a list of all machine IDs that are using either types of licenses.

Note:

• Contact us at license@katalon.com if you need further help with your licenses.

Grant an online license to users

• You must be the Owner or Admin of your Organization.

• You have already added team members to your Organization. If you haven't yet, see: Transfer a license between users.

Follow these steps to grant an online KSE/KRE licenses:

1. Sign in to TestOps Admin and select your Account.
2. On your Account admin page, choose your Organization.
   1. Once you're on the Organization admin page, select License to open the License Management page.
3. Choose between KSE (per-User) and KRE (Floating) from the tabs at the top section of the page.
   1. To learn more about available license types, see: Activate a KRE license with Private Instance.
4. In the Licensed Users section, click on the Assign License button.
   
   1. The Assign License page appears as below.
      
   2. Enter the user's email address you want to assign the license to. You can assign the license to multiple users.
   3. Click on the Assign License button to confirm. You have granted the online KSE/KRE licenses to your users.

You have granted an online KSE/KRE licenses to your users.

Users must now activate their KSE and KRE licenses. You can refer them to this link for more information about the activation process: Activate licenses.

Remove the KSE license from assigned user

You can remove a license to revoke a user's access to certain paid features. This step is only applicable to Katalon Studio Enterprise (KSE).

This action removes a license associated with a machine ID. The removed license is then available to be reassigned. The user who previously used the license is converted to a free user.

Warning:

• The Owner or Admin of an Organization needs to ensure all of their users have a KSE license to avoid mixed free Katalon Studio and KSE licenses within an Organization. For further information, refer to the Free Offerings term in Terms of Use.
• By clicking Remove, you immediately terminate the current session that user is working on with their online licenses. Be cautious when exercising this step.
• Removing a Licensed User working with an offline license does not revoke the license.

Note:

• To remove a Katalon Runtime Engine license, simply terminate the session currently using it. It will then be available for use again.

1. Go to the License Management page.
2. In the Licenses Users section, select the checkbox next to the user whose KSE license you want to remove, then click Revoke License.

   You can select multiple or all users.

   
3. A pop-up will ask you to confirm your action. Click Remove.
   

You have removed your user from using a KSE license. You can now reassign it to other users or save it for future use.

Transfer a license between users

Transferring licenses ensures an organization's users can pass licenses between each other as needed. Users without a license attributed to them can still have the privileges of a free plan.

Note:

• To transfer a KRE license, simply terminate the session currently using it. It will then be available for use again.

Licenses can be transferred between users as long as the organization does not exceed its license quota. To do so, follow these steps:

1. Removing a license from the user associated with it. For a more detailed explanation, see: Remove the KRE license from assigned users.
2. Reassign the license by granting it again from the License Management page. For more details, see: Grant an online license to users.

You have transferred your license between users.

Note:

• To remove a KRE license, simply terminate the session currently using it. It will then be available for use again.

Trouble:

• If you are encountering errors regarding your license usage, see this troubleshooting document: The number of the licenses cannot exceed the license quota.