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Understanding Salesforce Licensing and Role of Admin in Salesforce Licensing

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What’s Licensing?

License definitions describe functionality for your org as a whole and for individual users in your org. A license itself is the specific agreement between Salesforce and a particular customer, which defines functionality for that customer org.

Salesforce Licensing refers to the different types of licenses offered by Salesforce for its customer relationship management (CRM) software.

An org often has several licenses that collectively make up all its features and services. The licenses for an org contain details that are unique to the org, such as start and end dates, the number of users that have access to Salesforce, the number of custom objects the organization can build, and so on.


Types of Licenses:

Salesforce offers a range of license types that are tailored to meet the specific needs of different types of users. In this blog, we will provide an overview of Salesforce license types, including user licenses, feature licenses, and permission set licenses.


User Licenses

User licenses are the most common type of Salesforce license. They define the level of access that a user has to Salesforce features and functionalities. The following are the main user licenses available in Salesforce:

Salesforce Platform: This license provides access to standard Salesforce objects and features such as accounts, contacts, leads, and opportunities. It is ideal for users who require access to basic CRM functionalities.

Salesforce CRM: This license provides access to standard Salesforce objects and features such as accounts, contacts, leads, and opportunities, as well as advanced CRM functionalities such as workflow automation and customizations.

Salesforce Communities: This license provides access to Salesforce communities, which are online portals that enable users to collaborate and share information with customers, partners, and employees.

Salesforce Chatter: This license provides access to Chatter, a social collaboration tool that allows users to share information, post updates, and collaborate with other users in real time.


Feature Licenses

Feature licenses provide access to additional features and functionalities that are not included in the user license. They also can be added to a user’s profile to provide them with access to specific features and functionalities. The following are some of the main feature licenses available in Salesforce:

Salesforce Mobile: This license provides access to the Salesforce mobile app, which allows users to manage their tasks, contacts, and leads on the go.

Salesforce Inbox: This license provides access to Salesforce Inbox, which allows users to integrate their email inbox with Salesforce, enabling them to manage their emails, contacts, and leads from a single platform.

Salesforce Connect: This license provides access to Salesforce Connect, which allows users to connect to external data sources such as SAP and Oracle, enabling them to view and manage data from multiple platforms.


Permission Set Licenses

Permission set licenses and permission sets serve different purposes in controlling user access to features in a system. It also allows administrators to assign more permissions to users than what their user license allows. On the other hand, permission sets provide users with additional access to features without changing their profiles. User licenses determine the maximum functionality available to them, while permission sets are used to customize each user’s access to fit their specific role. Users must be assigned both a permission set license and a permission set to access additional features. Some permission set licenses come with standard permission sets, which simplify the administration process. To manage permission set licenses, administrators can view and manage user assignments, create permission sets associated with permission set licenses, assign permission set licenses to users, and remove permission set licenses from users.


Updates and Add-ons in Salesforce Licensing

Updates refer to the regular updates and enhancements that Salesforce makes to its platform. These updates are designed to improve the functionality and performance of the platform and ensure that it remains up to date with the latest technology and industry trends. As part of the Salesforce licensing agreement, customers are entitled to receive these updates automatically as they become available.

Add-ons, on the other hand, are additional features or functionalities that can be added to a customer’s Salesforce instance for an additional cost. Add-ons can provide customers with more specialized or advanced capabilities that are not included in their current license. For example, a customer may choose to add an add-on for advanced reporting or analytics capabilities, or for additional integrations with third-party applications.

What is the Role of Salesforce Administrator in Salesforce Licensing?

In Salesforce licensing, the function of a Salesforce Administrator is essential for administering and controlling the licenses and subscriptions of Salesforce users inside a company. Responsibilities as a Salesforce Administrator in terms of licensing may include keeping up with and managing your company’s Salesforce subscriptions and licenses. This involves assigning and revoking licenses, ensuring that they are used appropriately, keeping track of license consumption, and adjusting license allocation based on business requirements. Establishing processes for user provisioning to automate the onboarding and offboarding of users, as well as granting and eliminating licenses as necessary.

Also, in terms of license optimization a Salesforce Administrator will be making sure that the company complies with the Salesforce licensing terms and conditions, including use restrictions, feature entitlements, and user access restrictions. Regular audits to check that licenses are being utilized in accordance with the licensing agreement may be necessary, along with any necessary remedial action. Finding opportunities to reduce license costs and usage, such as locating and deactivating unused licenses, utilizing license sharing and permission sets to give users the proper access levels without the need for additional licenses, and negotiating with Salesforce for valuable licensing terms when it comes time to renew.

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Nikita Hatwar

Nikita Hatwar is an Associate Technical Consultant at Perficient Nagpur. She has completed her certification for Salesforce Administrator and Salesforce App Builder. She enjoys learning and is constantly exploring different technologies, as well as the architecture that supports them. Nikita is really eager to expand her Salesforce expertise and other technological skills.

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