Exceeded the # of Power or User licenses

Problem

When logging into Synergy you are advised that the application login is not allowed as the number of Power or User licenses has been exceeded. When trying to login to Synergy the following warning message in the screen shots below maybe shown. The warning message reads:

"There are more power users or names users nominated for this database than your license allows. Please get your system administrator to login and update the 'Staff and Application Security' module to correct this."

Maximum Power Users reached warning

Maximum Users reached warning

Click the images above to view the sample of the login warning message.

Reason for the problem

Each companies Synergy license has a number of power or named users defined if the split licensing option was chosen when purchasing your Synergy license. The number of power or named users is defined when you purchase or renew your Synergy license. The warning message above indicate that there is a greater number of 'Active' staff records which have 'Application Access' granted than are allowed for the purchased number of power / named users licenses purchased.

The warning messages above will not be shown for the Synergy Concurrent license types. Contact the Total Synergy Support Team for more information about the available license options on 61 2 8197 9000.

Solution

In staff and application security list, the staff that are setup as a 'power user' display this image and are setup with an access level of Assistant Project Manager or higher. Staff that are setup as a 'named user' display the image and are setup with a User access level. These license type symbols are only shown for staff records that are setup with 'Application Access' allowed.

To resolve the login warning message:

1. Select the File Menu > Database > Properties.
2. In the 'Users' section the number of allowed power users and named users is listed.
3. Take a screen shot of this window, or write this detail down.
4. Login to Synergy using a System Administrator access level account.
5. Select the Practice Menu > Staff and Application Security List option.
6. Review how many staff records are shown with the power or named users symbols.
7. If the maximum number of staff records has been exceeded, a warning will be shown in red at the bottom of the list.

Click the image above to view the warning in Staff and Application Security List.

8. Compare the count in staff and application security list for both Power and Named Users to the Database Properties window details.
9. Reduce the number of staff which can login to Synergy by either:
   1. Remove Application Access - Open the staff record and uncheck the 'Allow Application Access' box. Save and close the staff record. This will stop the staff member from being able to login to Synergy, but other staff with application access can continue to add time and expense entries on their behalf.
   2. Terminate staff records - Open the staff record and uncheck the 'Active' box, and enter a 'Termination Date'. Save and close the staff record. This option is used when the staff member no longer works at your company. This will remove this staff member from drop down lists, and time and expenses entries are no longer allowed.
10. Repeat Step 9 above until the exceed maximum Power or Named Users warning is no longer shown in Staff and Application Security List.
11. Tell the staff at your company that they can now log into Synergy.

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