Managing Enterprise Licenses Automatically

Automatic Seat Management helps you ensure that inactive Enterprise members aren’t utilizing one of your Enterprise licenses while at the same time making it easy to give seats to active Free Managed users. When the Automatic Seat Management is active, on a set interval (daily, every 7 days, or every 30 days), inactive Enterprise Members in the last X days (customizable) will have their Enterprise licenses removed while active Trello Free users will be given an Enterprise license.

Configure & Turn On Automatic Seat Management

To configure and turn on Automatic Seat Management, please ensure you’re an Enterprise Admin. Otherwise, you won’t be able to configure and enable Automatic Seat Management. 

Here are the steps to enable Automatic Seat Management:

  1. Go to the Trello Admin Dashboard

  2. Under “Account Administration”, click on “Automatic Seat Management

From here you can start configuring the Automatic Seat Management based on your organization needs. On this page you’ll have access to the following settings:

  • Choose how often you would like to run Automatic Seat Management. You can run “Daily”, “Every 7 Days”, and “Every 30 days

  • Choose how recently Free Managed Users would need to be active to receive an Enterprise License. The options available are: 30, 60, 90, and 365 days.

  • Choose how long Enterprise Members would need to be inactive to have their Enterprise License removed. The options available are: 60, 90, 120, 180, and 365 days.

After you’ve configured Automatic Seat Management, you will be able to turn it on or off by toggling the option on the top-right corner of the page

Automatic Seat Management Toggle Button

You’ll also have an estimated time available showing you when the next run will be.

Once everything is all set, you can let it run automatically based on your settings, or you can click on “Run now” to manually run the Automatic Seat Management. Before running the Automatic Seat Management manually, you’ll have a preview of all the changes that will be made on your Trello Enterprise.

Automatic Seat Management Preview Changes

If your Enterprise is currently opted into the new Trello Atlassian Admin Hub Experience – there are certain situations where an inactive user won’t have their licensed remove. This will happen if the user has a Trello Enterprise license because they belong to a Group that grants access to both Trello as well as another product (e.g., Jira, Confluence, etc.). We don’t remove users Trello product access because doing so, would require removing them from the Group, and could impact access to to other products the group is granting access to.

Manually Trigger Automation Run

As mentioned, if you’d like to manually trigger the Automatic Seat Management at any given time, you can by clicking on “Run now” under “Manual Run” section. You’ll be given a preview of how many users will be deactivated, and given an Enterprise license. Then, you can choose to start the run. This automation job will begin close to immediately, and with the job showing as “In Progress” in the history table.

Please note that manually triggering a run won’t impact any of the scheduled automation runs.

Understand the results of an Automation run

At any point in time, you can get a history of all automation runs that have previously run by scrolling down to the “History” table. The History table includes 4 important information:

  • Automation run date: The date the automation ran. This is based on the start time/day of the run

  • Users deactivated: The total number of Enterprise Members that were deactivated on that run

  • Users added: The total number of Free Managed accounts that were given an Enterprise license on that run

  • Export details (CSV): A link to a CSV file that provides you with the details of all users that were deactivated or given an Enterprise license

Historic Automation Runs

Additional Help