Using SCIM? If your subscription provisions users with SCIM, seats are managed automatically from your identity provider, and manual changes here are overwritten on the next sync. See Set up automatic user provisioning (SCIM) for Lucen Timeline.
Overview
For teams with shared subscriptions, seat management is handled in the Account Center. Workspace Admins can fill seats by assigning users manually, importing users in bulk with a CSV, or sharing an invite link that lets people claim a seat themselves.
To add or change your subscription's Workspace Admins, see How to designate or change a workspace admin.
A) How to assign seats
Step 1: Log In to the Account Center
Visit lucensoftware.com and log in using your Workspace Admin or Billing Owner credentials. Navigate to the Account Center.
In the left navigation of the Account Center, go to Admin > Subscriptions and select the subscription you want to manage.
Step 2: Assign seats to Users
Go to the Seats tab. Click Manually to open the Assign users manually modal. Enter a user's email address and click Assign users.
You can view and manage assigned users from this tab, including their name, activation status, and last active date.
Step 3: Users Complete Activation
Users will receive an email notification inviting them to log in to complete their registration and claim their seat.
Seat status: Active and Pending
The Seats tab shows a Status for each assigned seat so you can spot licenses that aren't being used:
Active means the assigned person has used Lucen Timeline on this subscription.
Pending means the seat is assigned but no product activity has been recorded yet. Pending is normal for a newly assigned seat; it does not mean the seat is invalid.
Above the table, summary cards show your Seats in plan, Available, Active, and Pending counts, a quick read on adoption and unused licenses.
Statuses may take a few seconds to appear after the page loads. They are calculated separately so they do not slow down the rest of the page.
Seat status is available for Lucen Timeline (add-in) subscriptions.
B) How to unassign seats
Step 1: Log In to the Account Center
Visit lucensoftware.com and log in using your Workspace Admin or Billing Owner credentials. In the left navigation, go to Admin > Subscriptions and select the subscription you want to manage.
Step 2: Remove a User
Go to the Seats tab. Find the user you want to remove and click Remove user.
You will be asked to confirm. Confirm to continue.
The user will receive a notification that their seat has been removed and their account has reverted to the Free plan. You can then assign the freed seat to another user from the same page.
C) How bulk import works
Use the CSV import option in the Seats tab to assign seats to multiple users at once. The system automatically validates the list, removes duplicates, and assigns seats up to the number available in your subscription.
Step 1: Prepare Your CSV File
Use the CSV upload template or format your file with the following columns in this order:
email
first name
last name
Include a header row matching those column names. You can download the template from the import dialog.
Step 2: Upload Your CSV File
In the Seats tab, click CSV import and select your file.
The Assign users via CSV dialog will appear, showing a numbered preview of the users to be assigned. Before confirming, the system automatically:
Validates each email format
Removes duplicates
Selects emails only up to your available seat count
If any email cannot be imported (invalid or duplicate), it is excluded automatically.
Step 3: Confirm and Assign
Review the user list. Check I confirm, then click Assign users to finalize the bulk assignment.
Each user included in the import will:
Receive an invite email with instructions for signing in
Appear immediately in your subscription as an Assigned User
D) How to share an invite link
Instead of adding users one at a time, you can share an invite link that lets people claim a seat themselves. Only the Workspace Admin can create and share the invite link.
Step 1: Open the Seats tab
In the Account Center, go to Admin > Subscriptions and select the subscription. Open the Seats tab.
Step 2: Open the invite link options
In the Add users row, click Generate invite link. The Invite link window opens.
Step 3: Restrict to a domain (optional)
To limit who can claim a seat, turn on Restrict to specific domain and enter the domain, for example @acme.com. Leave it off to let anyone with the link claim a seat.
Step 4: Generate and share the link
Click Generate new link, then click Copy link and share it with your team. Anyone with the link can claim an available seat (or, if you set a domain, only people with an email at that domain).
Step 5: Users claim a seat
When someone opens the link, they claim a seat and log in. New users appear in the Seats tab.
A few things to know:
Each link is valid for 30 days. To keep sharing after that, generate a new link.
Generating a new link replaces the previous one, so the old link stops working.
If a link is expired, invalid, or replaced, the person sees a message that they cannot claim the seat.