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RMS Billing & User Licences

How to change the number of User Licences for your property in RMS Billing.

Please Note! From 1 September 2026, billing will automatically reflect all active bookable areas in your system. Learn More. Click HERE to find out more.

 

Overview

RMS Billing enables System Administrators to manage payment methods and user licences. User Licences represent the number of active users who can be logged in simultaneously. Properties with user-based subscriptions can update their licence count in RMS Billing.

Limited Users are read-only access users who can generate reports.

Tip! Limited Users do NOT count toward your User licence limit.

Please Note! Costs for licence changes take effect on the 1st of the following billing month. You cannot revert to a lower licence count within 45 days of your most recent increase.

 

Warning Example

When the User licence limit is reached, a warning appears on login.

"Your property has reached its user limit.
The Maximum number of users for your account has been reached.
Contact your system administrator to increase your user limit."

Screenshot of the RMS login screen showing the warning that appears when the User Licence limit has been reached.

If users see the 'Your property has reached its user limit' message when logging in, see Locked Out of RMS - User Limit Reached for what it means and how to resolve it.

Tip! Use the Auto Log Off function in RMS to automatically log users out of RMS when they have been inactive for a set period of time.

Tip! Before purchasing additional licences, check Active Sessions: ending sessions that are no longer in use may free up a licence at no extra cost.

 

Guide

The following steps can only be performed by a System Administrator

In the side menu of RMS, go to RMS Billing.

  1. Navigate to the Subscription Details tab.
  2. Select the Plus icon used in the RMS Billing subscription details screen to increase the number of user licences. or Minus icon used in the RMS Billing subscription details screen to decrease the number of user licences. icon to change the number of User Licences.
  3. Select Save.
    Screenshot of the Subscription Details tab in RMS Billing showing the updated user licence quantity and the Save button used to apply the change before placing the order.
     

  4. Select Place Order.

    Screenshot of the order confirmation in RMS showing the user licence count has changed, with a Place Order button to review and approve the changes.

     

  5. Select if changes are due to Change of Ownership.

    Screenshot of the change of ownership prompt in RMS showing the question about updating details due to a change of property ownership, with Yes and No buttons.

     

  6. Read the RMS Terms & Conditions.

  7. Select Approve.

    Screenshot of the Sale Authorisation screen in RMS Billing showing a summary of the updated user licence order, a link to the RMS Terms & Conditions and an Approve button to confirm the change.

     

  8. Select the checkbox to acknowledge agreement to the Terms & Conditions.

  9. Select Authorise Sale.

    Screenshot of the final authorisation screen in RMS Billing showing a checkbox to confirm the user has read and agrees to the Terms & Conditions and the Authorise Sale button to complete the user licence order.

Related Articles

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User licences in RMS User Limit Reached - Warning Message

 

 

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