Licenses in EazeWork HRMS

Licenses in EazeWork HRMS

There are five types of licenses in EazeWork HRMS. Licenses are different from roles - refer to Roles in EazeWork HRMS to understand various roles in the application.

1. Web license - this is the default license and enables a user to access his / her account through the login page

2. Non-Web license - employees whose data is to be managed in EazeHR but are not to be given direct access of the software can be given a "Non-Web" license. Refer to the article on User management for more details.

Users having Non-Web licenses cannot be given any role in the process and do not get any alerts from the system except the following emails
- salary slip and tax statement emails, form 16 email
- birthday, work anniversary, marriage anniversary
- announcement emails

For non-web users the following modules are available
1. HR Info System : employee data is maintained, letters can be generated from Official Details section or HR Manager page but even if the email is update the letter is not emailed and needs to be sent manually
2. Attendance and Leave : Attendance can be updated through auto, manual and biometric methods and leaves can be assigned and managed by Manager
3. Onboarding and Separation : both these process are available but without direct participation by the user
4. Payroll : payroll can be run but tax declaration, rent declarations, submission of supporting documents will all have to be managed by Payroll Manager

Web / Non-Web licenses are added automatically when a new employee is updated as joined. Billing is done from the beginning of the month of joining of the employee. These licenses are automatically removed when employee's separation is closed. If an closed separation is cancelled then a license is mapped again.

3. Recruiter license - this license is needed for the Recruiter's role and is essential for using the Recruitment module. This license can be added or removed manually from Manage account page.

4. Agency license - this licenses is used in Recruitment module if the Placement agencies are to be activated - refer article for more details. This license can be added or removed manually from Manage account page.

5. Support license - this license is used for each Support representative and is needed when Advanced Helpdesk module is activated.

6. Field license - this license is needed for all employees who are going to use the Field Force Management module.

Changing Web to Non-Web licenses

Before you can change the license of an employee from Web to Non-Web please ensure the following -
1. The employee does not have any role except User role
2. He is not an Assessor or Reviewer in any Performance Cycle or an Evaluator in any PIP

System will also automatically make some changes like - attendance method, removes future confirmed trainings, removes from mapped projects from tomorrow.


Use the drop-down action button and click on "Change License Type". There are certain checks which ensure that the change of license is managed properly and system checks and prompts you to  - remove roles if mapped and to complete or reject some in process requests. 

Changing Non-Web to Web license

The process is similar to the change from Web to Non-Web but there are much lesser constraints as the user is moving into a license which gives him more features. User will have to validate his / her account like a new user and for that purpose a valid email or a valid mobile number (will work only for Indian numbers) should be provided when making the change.

You can change the license one record at a time by using the "Change License Type" option, or you can use the bulk option.

1. Select the records for which you want to change the license type. Make sure that you have filtered on License Type column on Non-Web so that all the records have only one type of license


2. Click on "Non Web to Web" action button on top of the table



3. Ensure that you have updated valid email or valid Indian phone number. Click on "Submit". If there are any errors they will be shown; license will be changed for records with valid data.

Impact on Billing

When a license is changed from Web to Non-web or vice versa the system automatically closes the earlier license. The billing however will be done for both the licenses in the month when this change is done as the released license is billed till end of month and newly added license is billed from the beginning of the month.

    • Related Articles

    • Report - License History

      Menu : EazeWork HRMS > Reports > Employee This report shows the license change history from Web to Non Web and vice versa. This report will be available only if Non Web licenses are activated. Sample reports are available in article attachments.

    • Understanding Invoices

      Menu Path : Subscription (visible when you click on your photo) Accessible to : Application Administrator On 1st of the month you will get the invoice on email and you can also view and download it from Subscription > Invoices page. The invoice shown ...

    • License management

      Menu Path: Manage Account > Manage Licenses tab Accessible to : Application Administrator In this tab the details of your account are shown, you can see the number of licenses activated and in use for each license type. If you have requested for ...

    • Manage Users

      Menu Path: Manage Account > Manage Users tab Accessible to : Application Administrator From this tab Application Administrator can 1. Review user account status 2. Deactivate an user's account 3. Assign roles to users 4. Change the user's license ...

    • Agency setup

      Menu Path: Setup > HR Setup > Recruitment > Agency tab Accessible: Application Administration If you want to give a EazeWork HRMS access to the placement agency you can also do that from here. Before the access can be given you will have to 1. ...