How to distribute licenses across group levels?
Let’s explore how to manage and distribute licenses across different levels of the BAS-IP group hierarchy — from company-wide configurations to individual apartments and user assignments.
Hierarchy and License Distribution Levels
In BAS-IP Link, licenses are distributed at two levels: groups and users (as refinements).
A license is always assigned to a group — such as a company, building, or apartment — and defines the total available features, duration, and quantity. Although groups may represent different structural units (e.g., project, facility, apartment), they all belong to the same level of license management.
Users inherit license access from their assigned group, but additional user-level settings allow administrators to limit feature access or reduce usage within the group’s total license pool.
Licenses are not automatically distributed between subgroups or nested levels. Only group-level and user-level license management is supported.
Depending on both the business role and system role, license management responsibilities are as follows:
Distributors — system role: Company Administrator
Issue licenses received from BAS-IP to groups representing their partner company. These licenses can then be distributed among specific projects.Dealers, installers or management companies — system role: Site Administrator
Allocate licenses received from partners to the relevant sites, such as buildings or facilities.Concierges — system role: Concierge
Do not manage licenses. They can only use the functionality available within the group they belong to.Tenants — system role: User
Receive licenses automatically, based on the license settings of their assigned group, such as an apartment or office.
Licenses are not configured independently at the user level but are allocated from group limits.
Distributors — License Management at Site Level
Company administrators can issue licenses to their dealer partners or site administrators:
Go to the Object groups tab under User management.
Find the partner group (project) that should receive the license.
Click the ••• next to the partner group and select Edit.
Open the Licenses section and check the Enable restriction to activate license-based limits for this group.
Enable expiration reminders if you want to notify users or administrators before a license expires. Select values for notification period and frequency of notifications — once, daily, or weekly. Adjust the message content using the Mail Templates.
Click Add new license.
Select the license type: Basic or Plus.
Review feature limits: mobile apps, SIP trunks, and other available options.
These limits are predefined in the license and cannot be changed in the Cloud version.
Set the License validity period.
Click 💾 Save icon in the lower-right corner.
Dealers — License Allocation at Building Level
Dealers or site administrators receive license limits from their distributor and allocate them to child groups within their own structure.
Go to the Object groups tab under User management.
Find the building or child group you want to assign a license to.
You can only assign licenses to groups one level below your own — not to the group you’re currently in.
Select the building or project group, click ••• and choose Edit.
Go to Licenses section and check the Enable restriction.
Optionally set reminders and add a license.
Enter the number of licenses and set the validity period.
Click 💾 Save icon in the lower-right corner.
You can’t assign more licenses than are available in the parent group. License periods must also fall within the parent group’s validity range.
Use the License status section at the bottom of the Licenses tab to track used and available limits. It shows the current total, used count, remaining quantity, and expiration details for each feature.
End Users — License Limits for Apartments
Apartments must have assigned licenses to enable access to features like mobile apps or SIP calls for all residents at once. Each apartment receives licenses from its parent group and cannot exceed the total limit set at the building level.
For example, if the building has 10 mobile app licenses, an apartment can be assigned any number up to 10, depending on distribution needs.
Go to the Object groups tab under User management.
Navigate to the apartment group and select Edit.
Go to Licenses section and check the Enable restriction.
Optionally enable expiration reminders.
Add a license and configure limits and duration.
Click 💾 Save icon in the lower-right corner
Assigning Licenses to Users
By default, users automatically inherit license settings from their assigned group.
Manual assignment is only needed when you want to restrict access for a specific user — for example, by limiting features or setting a lower license count than the group allows:
Go to the Object groups tab under User management.
Find and open the user profile.
In the License section, select the features to enable and specify the number of licenses for each.
Click 💾 Save icon in the lower-right corner.
The license validity period is inherited from the group and cannot be changed at the user level.
Limits at the apartment level will override more permissive settings elsewhere. If an apartment has fewer licenses than a group, the lower value applies.
☞ Multiple Group Memberships
If a user belongs to several groups with different license limits, the most restrictive value applies.
For example, if one group allows 2 SIP lines and another only 1, the user gets 1.
If you need to test features like SIP calling, avoid assigning your own admin profile to apartment groups.
This may limit access to administrative features due to stricter group settings.
Use a dedicated test user instead to ensure your full admin access remains unaffected.
Using Licenses as a User
Each license unlocks access to a specific set of features. In the Cloud version, all features are predefined and activated based on the license type and limits.
Available features include:
SIP calls — for making intercom voice calls;
Web dialer — browser-based call interface;
Mobile app access — for managing access, calls, and remote unlocking;
Remote door opening — without needing to initiate a call;
Integration with Siri and Apple Watch — for hands-free or wearable access;
Guest access, elevator control, amenities reservation — for visitor management and shared resource use;
License Plate Recognition — for automated vehicle entry;
UKEY2 — smartphone-as-key feature for doors and elevators;
Whitelabel support — brand the app with your own logo and name;
Group forward rules — for configuring call routing within the group;
Family events — shared calendar feature for resident coordination.
To check current availability, go to the License state section in the user or group profile. It shows total features, how many are used, what remains, and expiration dates.
When a license expires, access is automatically revoked. Once renewed, it is restored.
