Understanding RIO Education User License Count by Role

Overview

In RIO Education, user licensing is determined based on the functional roles assigned to users. These roles directly impact licensing compliance and system behavior. Understanding how roles are assigned and how user counts are calculated is crucial for accurate license tracking and proper system operation.

User Role Types in RIO Education

RIO Education categorizes users into three main roles, each identified using custom permissions:

Admin Role

Includes users such as:

• System Administrators
• Registrars
• Operational staff who manage student data

How User License Count is Calculated

The license count is determined by the number of users assigned a role through:

• Permission Sets containing the custom permission
• Profiles (if they include the custom permission)

RIO Education scans for the presence of the REDU_Admin, REDU_Faculty, or REDU_Student custom permissions in user assignments to calculate counts for each role.

Viewing the License Count Summary

To check the current user license count per role:

1. Go to the App Launcher (App Switcher)
2. Search for and open the RIO Education Settings tab
3. In the settings page, locate the User Licenses tab

This table provides a real-time summary of the number of users assigned to each role type.

Best Practices & Recommendations

✅ Assign only one role-specific custom permission (REDU_Admin, REDU_Faculty, or REDU_Student) per user

✅ Use the default permission sets provided in the package

❌ Do not include role custom permissions in user profiles, especially during package installation or initial setup — this can lead to inaccurate license counts and unexpected role conflicts

Summary