Actionstep Legal Accounting Licensing Model Transition FAQ

The following can help answer questions about the Legal Accounting Licensing Model:

• If a user leaves our firm, can we reassign their license to a new employee? 
• How are licenses assigned? 
• We signed an agreement that we cannot opt out of. Can an exception be made for our company? 
• I have users listed in Legal Accounting for billing purposes only, but they never log in. Do I need to purchase licenses for them? 
• When Actionstep Legal Accounting Support logs in, do we need a license for them? 
• When a consulting partner logs in, do we need a license for them? 
• If I need to add a license this month but don’t need it next month, can I remove it? 
• How many non-billable users can a firm have? 
• How will discounts we received when we first became customers be handled? 
• Will management books still receive a 50% discount? 

If a user leaves our firm, can we reassign their license to a new employee? 

Yes. A license can be used by a new employee starting at the beginning of the following month, but it cannot be reassigned within the same month. 

For this reason, it’s important to plan ahead and ensure your firm has enough licenses based on headcount. Best practice is to have licenses ready for all new employees before their start date. 

How are licenses assigned? 

Licenses are not assigned to specific individuals in advance. Instead, they are consumed on a first-come, first-served basis each month. 

Once a user logs in during a given month, a license is considered assigned to that user for the remainder of that month—even if they do not log in again. This is why it’s important to maintain enough licenses to cover your expected active users. 

We signed an agreement that we cannot opt out of. Can an exception be made for our company? 

No. This licensing update is a customer-wide policy change that applies consistently across all customers, including those on multi-year agreements. Because it is a global change, individual exceptions or opt-outs are not available. 

That said, we’re happy to review your current usage with you to determine whether you will actually need additional licenses under the new policy. We can also help you understand any changes that may be required based on how your team currently uses the platform. 

For guidance, please refer to this tutorial on managing and monitoring usage: Monitoring Usage of Soluno. 

I have users listed in Legal Accounting for billing purposes only, but they never log in. Do I need to purchase licenses for them? 

No.  Licenses are only consumed when a user logs in using their unique email address. If a user never logs in, they do not require a license. 

When Actionstep Legal Accounting Support logs in, do we need a license for them? 

No.  Support users are marked as non-billable, and their logins do not count toward your license total. 

When a consulting partner logs in, do we need a license for them? 

No.  Certified consulting partners are marked as non-billable, and their logins do not consume licenses. 

If I need to add a license this month but don’t need it next month, can I remove it? 

It depends. 

• Monthly billing: Yes, licenses can be added or removed month to month. 
• Annual billing: No, license changes can only be made at renewal. 

Regardless of billing type, at the start of a new month, an existing license can be used by any user at the firm—even if the previous user has left or no longer needs access. 

How many non-billable users can a firm have? 

• Summer students and articling students continue to receive non-billable licenses: 
  • These types of licenses are not limited to a specific quantity.  
  • It is essential that your firm communicates each student’s employment or engagement duration so the license period can be matched accordingly.
  • If this information is not provided, the free license may expire before the student’s term ends.
• Certified Consultants: 
  • Certified Consultants are marked as non-billable. There is no specific limit of how many of these licenses can be issued.
  • Non-billable status for Certified Consultants is determined by domain and if they are Certified or not.
• External (non-certified) bookkeepers or accountants: 
  • Firms are allowed one (1) non-billable user per customer if the external party is not a Certified Consultant. 

How will discounts we received when we first became customers be handled? 

Discounts will be reviewed on a case-by-case basis. The per-license pricing will be honored based on your current rates. 

Will management books still receive a 50% discount? 

Yes. Licenses are billed at their current rates, and invoices are prorated to the end of the subscription period. If your account currently receives a 50% discount, any additional licenses added will receive the same discount.