Applies to: Self-serve customers who purchase Fieldwire subscriptions using a credit card through self-checkout.
Note: If your subscription was purchased through a Fieldwire Sales representative and is invoiced by your local Hilti entity, contact your sales representative to add or remove licenses.
Overview
This article explains how to add or remove licenses on a Fieldwire subscription. The process differs depending on whether you have an annual or monthly plan.
Why this matters: Maintaining the correct number of licenses helps ensure all users have access to Fieldwire while avoiding unexpected charges or overages.
- Subscriptions: Pro, Business, Business Plus
- Permissions: Account Owner or Account Manager
- Platforms: Web browser
Before You Begin
- You must be an Account Owner or Account Manager.
- Subscription management is only available in the web version of Fieldwire.
- If you do not see Manage Subscription, your account may be on a managed plan handled by a Sales representative.
Choose Your Subscription Type
Add or Remove Annual Licenses
Annual subscriptions allow you to manually increase or decrease the number of licenses on your account.
- Log in to Fieldwire and open the Account tab.
- Click Manage Subscription.
- Select Edit Plan.
- Choose Yearly billing.
- Use the + or - controls to adjust the number of licenses.
- Complete checkout to save your changes.
Account tab and Manage Subscription page
Edit Plan and license quantity selector
License Count Warning
You may see the message:
"Your current user count exceeds this number of licenses. The additional users will be charged at the monthly rate."
This warning appears when your account contains more users than purchased licenses.
Compare the following values in the Account tab:
- Current users
- Licensed users
If the number of users exceeds the number of licenses, purchase additional licenses to avoid overage charges.
How to Add or Remove Monthly Licenses
Monthly subscriptions allow you to increase or decrease the number of licenses on your account. Depending on your country or billing provider, the checkout experience may vary slightly, but the billing behavior remains the same.
To change the number of monthly licenses, update the users on your account and then review your subscription during checkout.
- Open the People tab.
- Add users if you need additional licenses or remove users if you need fewer licenses.
- Open Account and select Manage Subscription.
- Review the updated license count and complete the checkout process, if prompted.
People tab
Manage Subscription page
When Do License Changes Take Effect?
- License increases are processed immediately and reflected on your subscription as soon as the change is completed.
- License decreases are scheduled for the end of your current billing term.
Example: Reducing Monthly Licenses
If you currently have 5 monthly licenses and only need 4, first remove the user from your account. Then review and amend your subscription so the license count reflects the number of active users.
The reduction will take effect at the end of your current billing period.
Understanding User Billing Icons
- Gray dollar icon: The user pays for their own Fieldwire subscription.
- Green dollar icon: Your account is paying for the user.
Troubleshooting
-
Issue: I cannot see the Manage Subscription button.
Solution: Confirm you are an Account Owner or Account Manager. If you have the correct role and the option is still unavailable, your subscription is likely managed by a sales representative. -
Issue: I receive a license count warning during checkout.
Solution: Your user count exceeds your available licenses. Increase the number of licenses before checkout. -
Issue: I want to change from monthly to annual billing.
Solution: Refer to the subscription change article linked below.
Reassigning a License to a New User
Only the Account Owner holds a license that is directly tied to their profile. All other users on the account can be freely added or removed, which is how you effectively reassign a license from one person to another.
If you need to move a license from an inactive user to a new user, Account Owners have two options:
Option 1: Update the existing user's profile
(Recommended if the user is already a member of many projects)
If you have the current login credentials for the existing account, the email address and profile information can be updated to reflect the new user. This preserves all existing project memberships without needing to re-add the user to individual projects.
Note: If you receive an error when updating the email address, please reach out to Fieldwire Support, as the email may already be associated with an existing Fieldwire account. Q&A: How do I update my email address and other profile information?
Option 2: Remove the old user and add the new user
Remove the inactive user from the account, which frees up their license. Then invite the new user to the account and any relevant projects.
Best Practices
- Review user counts regularly to prevent unexpected overage charges.
- Remove inactive users from monthly subscriptions to reduce costs.
- Verify whether invited users already have their own paid Fieldwire subscription before purchasing additional licenses.
Related Articles
- How to upgrade to a Pro, Business, or Business Plus account
- Fieldwire Pricing and Overages
- How to Invite or Remove a User from Accounts or Projects
- Understand and Optimize Your Fieldwire Payments
- Q&A: How do I switch from the Pro to Business Plan (or Business Plus), or the Monthly to Annual Subscription (and vice-versa)?
Tutorial video on Managing Your Subscription
Managing Your Subscription
Tutorial Video on Managing Permissions
Permissions