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Quick guide for administrators

note

For the legacy version of this guide, refer to this document.

This guide helps Account Admins set up and govern Katalon accounts, organizations, licenses, and users.

Requirements​

Follow this sequence after purchase:

  1. Set up account general information.
  2. Configure security settings (for example, custom domain and required security controls).
  3. Create organizations, sub-organizations, and projects.
  4. Assign dedicated licenses to organizations or sub-organizations.
  5. Invite users.
  6. Assign licenses and roles.

1. Set up account general information​

Start by defining your account details so your workspace aligns with your organization identity.

  1. Go to Account Settings > Organization.

  2. Click Account > General.

  3. Click Edit Account Information.

  4. In the Edit Account Information dialog, enter or update the required details.

  5. Click Save.

2. Create organizations, sub-organizations, and projects​

Organizations and sub-organizations represent your company structure (for example, departments or teams). Projects must always belong to an organization or sub-organization.

Create an organization or sub-organization​

  1. Go to Account Settings > Org > Organization Management.

  2. Click + Create, then select Organization.

  3. Enter the name.

  4. In Parent Organization:

    • Select your account to create a top-level organization.
    • Select an existing organization to create a sub-organization.

  5. Click Create.

Create a project​

  1. Go to Account Settings > Org > Organization Management.

  2. Click + Create, then select Project.

  3. In the Create Project dialog, provide:

    • Name
    • Description
    • Admin (users who will be Project Admins)
    • Parent organization

  4. Click Create.

3. Manage dedicated licenses​

Licenses are provisioned at the account level by default. You can either:

  • Use the shared account-level pool, or
  • Assign dedicated licenses to organizations and sub-organizations for tighter governance (recommended).

How dedicated licenses work​

A dedicated license is a fixed allocation for a specific organization. That organization (or its sub-organizations) cannot consume more than the dedicated amount.

When licenses are first purchased, they are added to the account-level pool. You then distribute them downward as needed.

Example 1: Account to organizations​

An account has 200 TestOps licenses and assigns 20, 10, 1, and 5 to four organizations. Each organization can use only its assigned amount.

  • Dedicated: Licenses explicitly assigned at that level.
  • Pool: Licenses still available to allocate to lower levels.
  • Assigned User: Licenses currently claimed by users at that level.
  • Available: Unclaimed licenses remaining at that level.

Example 2: Organization to sub-organization​

If an organization has 10 dedicated licenses and assigns 5 to a sub-organization, the parent organization retains a pool of 5.

Assign dedicated licenses to an organization​

Use this when the target organization has not received dedicated licenses yet.

  1. Go to Account Settings > Account > License Management.

  2. Click Assign Dedicated Licenses.

  3. Select the organization, enter the number of licenses, then click Assign.

Edit dedicated licenses for an organization​

  1. Go to Account Settings > Account > License Management.

  2. Hover over the target organization row, then click the Edit (pen) icon.

  3. Update the dedicated amount:

    • Increasing takes licenses from the account-level pool.
    • Decreasing is blocked if the new value is below licenses currently in use.
    • Setting to 0 revokes dedicated licenses from that organization, including in-use allocations.

  4. Click Save.

Revoke all dedicated licenses from an organization​

notes

Any claimed or in-use licenses are then consumed from the account-level license pool, if available.

  1. Go to Account Settings > Account > License Management.

  2. Hover over the target organization row, then click the Revoke (left arrow) icon.

  3. In the confirmation dialog, click Revoke.

4. Manage users and access​

Use Account Settings > Org > User Management as your main workspace for user onboarding and access control.

Invite users to an organization​

  1. Go to Account Settings > Org > User Management.

  2. Click + Add user.

  3. Enter user email addresses.

    • Separate entries with Enter or Space.
    • Copy-paste is supported.

  4. (Optional) Select the organization.

  5. (Optional) Select the project.

  6. Click Add.

Assign licenses during invitation​

In the same Add Users dialog:

  1. Select the license types to assign.
  2. Choose a license source from available account pools.
  3. Click Add.

Assign licenses after invitation​

Use this flow for existing users in your account.

  1. Go to Account Settings > Org > User Management.

  2. Open the target user detail page.

  3. Click Change next to the license type.

  4. Select the license source from available pools.

View a user detail page​

  1. Go to Account Settings > Org > User Management.
  2. Click the target user name.

The User Detail page includes:

  • Full name and profile picture
  • Contact details and employment start date
  • Account-level role
  • Affiliated organization
  • Assigned licenses and their sources
  • Joined projects

Change a user's account role​

  1. Open the user detail page.

  2. Under Account Role, click Change Role & Permission.

  3. In Change Role and Permission, select roles from the dropdown.

  4. Click Update.

Change a user's project role​

  1. Open the user detail page.

  2. In the relevant project row, click Change Role and Permission.

  3. In the dialog, select roles in Project Role.

  4. Click Update.

Change a user's organization​

  1. Open the user detail page.

  2. Under Organization, click Change.

  3. Select the new organization.

  4. Click Save.

Resend an invitation​

If the invitation link expires and the user has not accepted it:

  1. In User Management, find the user with Pending status.
  2. On that row, click Resend invitation or Copy invitation link.

Deactivate a user​

  1. Open the user detail page.

  2. Click the three-dot menu in the top-right corner, then select Deactivate User.

  3. In the confirmation dialog, click Deactivate.

  4. Confirm the user status is now Inactive.

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