---
title: "Team & licences — your people and the licences they hold"
description: "Add your team, give them licences, see who can sign in and who needs attention, and keep certificates signed by the right people."
---

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# Team & licences

**Team & licences** is where you manage the people at your company and the licences they work on.
One page, one card per person, with the licences they hold nested underneath.

Find it in the sidebar of your Shine Forms account, or go to **account.shineforms.co.uk/company/people**.

![The Team & licences page: everyone at the company, the licences they hold and whether they can sign in.](https://www.shineforms.co.uk/docs/_img/shine-account-team-overview.png)

Every person's card tells you three things at a glance: **who they are** (their name, their position
and whether they are an employee or a subcontractor), **whether they can sign in**, and **which
licence they hold**.

![One person: their role, whether they can sign in, and the licence nested beneath.](https://www.shineforms.co.uk/docs/_img/shine-account-team-person-card.png)

The chips after the name are their capacities — *Administrator*, *Employee* or *Subcontractor* — and
the coloured dots below are their current state: whether they have a login yet, and whether they have
added a signature. The row underneath is the licence they hold.

## What needs your attention

The amber bar at the top counts the things waiting for you. It stays out of your way until you open
it with the **+**.

![The needs-attention strip opened, listing what is waiting.](https://www.shineforms.co.uk/docs/_img/shine-account-team-attention-open.png)

It collects, in order:

- someone who **declined** an invitation
- someone **invited a week or more ago** who has not accepted
- someone who **signs certificates but holds no licence** — they cannot issue anything until you fix it
- a licence **expiring within 90 days**
- an **unassigned licence that has expired**

Each line has the action that deals with it, so you can work down the list and stop when it is empty.

## Adding someone

**Add person** asks for a name, an email address, and two decisions.

![Adding someone: their name, address, whether they are an employee or a subcontractor, and whether they sign certificates.](https://www.shineforms.co.uk/docs/_img/shine-account-team-add-person.png)

**Employee or subcontractor** is the important one:

- An **employee** joins your company. They see your company's licences and certificates.
- A **subcontractor** keeps their own company. They work for you on a licence you assign or on one of
  their own, and they see only the certificates they are working on for you — not the rest of your
  work.

**Signs certificates** decides whether they get a certificate identity. Tick it for anyone whose name
and signature should print on a certificate; they will need a licence. Leave it unticked for a
colleague who needs account access but never issues anything — an office administrator, say. Their
card then reads *Does not sign certificates*, and they use no licence.

You can also make someone an **administrator**, which lets them buy, renew and assign licences and
manage people, exactly as you can. Administrators must be employees — a subcontractor keeps their own
company, so they never administer yours.

They get **one email** to accept. Nothing exists on their side until they do, and you can change
anything on this page in the meantime. Invitations do not expire; if one goes astray, use **Resend**
or **Copy invitation link** on their card.

## Giving someone a licence

A licence is bought by your company and then held by one person. Someone who signs certificates but
holds no licence gets an amber line on their card with **Assign a licence** on it.

![Assigning a licence to someone who signs certificates but holds none.](https://www.shineforms.co.uk/docs/_img/shine-account-team-assign-licence.png)

The dialog lists the licences you can give them — the unassigned ones first. Tick **Email the licence
file to the new holder now** and they receive it straight away.

### A licence in use cannot be moved

Look at the greyed-out licence in that list. Once a licence has been **activated on a device**, it
stays with the person holding it until they deactivate it there. Nobody can release it from this
page, and for good reason: the licence is running on someone's laptop or tablet, and only that device
can give it up.

While that is true you will also find that person's **Remove** and **Move** greyed out. If you need
their licence back, ask them to deactivate it in the app first — then it moves freely.

## Two chips on every licence

Each licence row carries two labels, and they answer different questions:

| | |
|---|---|
| **In date** · **Expires in N days** · **Expired** | Is the licence paid up? |
| **Activated on {device}** · **Not activated** | Is anyone using it? |

They are independent. A licence can be perfectly in date and installed nowhere — that is exactly what
**In date · Not activated** means, and it is worth noticing: you have paid for something nobody is
using.

## Seeing your licences as a list

The **Team / Licences** switch at the top swaps the person cards for a flat table of every licence
your company owns, held or not.

![Licences mode: every company licence in one table, held or not.](https://www.shineforms.co.uk/docs/_img/shine-account-team-licences-table.png)

This is the view for licence housekeeping rather than people: who holds what, what is expiring, what
is sitting unassigned. Filter to **Renewable** and you get a **Renew all** button that adds every
renewable licence to your basket in one go, **expired ones included**.

## Removing someone

**Remove** takes a person off your team. Before it does anything it tells you exactly what will
happen: their licence is unlinked, their signature is deleted, and they stop being able to see your
company's work.

Two things do *not* happen. **Certificates they have already issued are untouched** — their name
stays on them, as it must. And if you add them again later, they come back as a new person, not
reconnected to that earlier work.

You choose what becomes of their licence: keep it unassigned so you can give it to someone else, or
move it straight to a named colleague. And as above, if their licence is activated on a device you
cannot remove them at all until it is deactivated — otherwise the licence would be stranded, still
running on a device with nobody at your company able to reach it.

You can never remove yourself, and you cannot remove the last administrator's access.

## Your company details

The **Company** page holds the details that print in the contractor section of every certificate,
along with your logos and your test-instrument library.

![The company details printed on every certificate, with the logos and the instrument library.](https://www.shineforms.co.uk/docs/_img/shine-account-company-details.png)

It is worth a look when you first set up: the name, address and enrolment numbers here are what your
customers see on the paperwork.

## What everyone else sees

This page changes shape depending on who is looking.

- **Administrators** see everything above.
- **Employees who are not administrators** see the same directory read-only — names, roles and
  licences, so they know who to ask — plus their own profile card, where they set their position and
  their signature.
- **Subcontractors** see a page called *Your licences* instead: one card for each company they work
  for, with the licence that company has given them.
- Someone with **no company yet** gets two choices: buy for themselves (the first purchase creates
  their company and makes them its administrator), or ask an existing company to add their address.