Setting up seats in Yandex DataLens

Every Yandex DataLens user needs a seat to log in and work with DataLens. The cost of using DataLens depends on the number of seats in your instance.

You can manage seats in the DataLens settings, on the Seats tab. To open it:

1. Go to the DataLens home page.
2. In the left-hand panel, select Service settings.
3. Open the Seats tab.

On this tab, the administrator can do the following:

• Manage seat auto-purchasing.
• View the number of seats in the instance, including available ones.
• Increase or reduce the number of seats in the instance.
• View the list of users with seats.
• Reassign seats from user to user.
• Manually assign seats.
• Revoke seats from users who no longer need them.

Seat auto-purchasingSeat auto-purchasing

Seats are issued automatically to all users upon first login to DataLens. First, new users get seats from among the available, i.e., unassigned ones.

By default, the Purchase automatically option is enabled for seats. Therefore, if an instance has no available seats left, a seat will be automatically purchased and assigned to every new user on their login to DataLens.

The administrator can disable this option if required. In which case the administrator becomes fully responsible for purchasing and assigning seats to new users: they can either increase the number of seats in an instance (to maintain the number of available seats) or manually issue seats to new users.

Viewing and managing the number of seatsViewing and managing the number of seats

The Total seats section displays the total number of seats in an instance, and the Available seats section displays the number of seats that have been purchased but not assigned to users.

To edit the number of seats:

1. Under Total seats, click Edit.
2. Specify the required number of seats.
3. Click Continue and confirm the action.

The approaches to increasing and reducing the number of seats are different.

• Increasing the number of seats.

  Seats are purchased immediately and will be included in the current month's billing.

  These seats remain available until they get assigned to new users logging in to the instance.

• Reducing the number of seats.

  When you reduce the number of seats, the change will apply on the first day of the next month. Until then, you are charged for the initial number of seats. In the seat settings, you will see a banner reminding you of the scheduled seat reduction, which also has a button for cancelling the reduction in case you change your mind.

  The system will select seats to remove from among the available ones, and the rest, from those assigned to users. In the user list, such seats will have this status: Until <date_of_seat_reduction>. Their users will also see a warning in the interface. On the reduction date, the seat status will change to Inactive, and the users will be unable to access the DataLens interface. The administrator will be able to activate their seats.

Viewing the list of users with seatsViewing the list of users with seats

The Seats list shows DataLens instance users with seats. At the top, you will find filters for quick search.

Seats can have the following statuses:

• Active: Seat is assigned to a user.
• Inactive: Seat was removed when reducing the number of instance seats or because no billing account was added at the end of the trial period.
• Until <date>: Administrator has scheduled seat reduction; this seat will be removed from the instance on the specified date.
• None: Organization users without a seat. Theae users are not displayed in the list.

To open a seat’s settings, click . Here is the list of available actions:

• Activate seat: Only for seats with the Inactive status.
• Reassign seat: See here for details.
• Copy the user ID.
• Access diagnostics: For diagnostics of user access to Support Center.
• Revoke seat: See here for details.

Reassigning a seat between usersReassigning a seat between users

You can reassign a seat from a user with a seat to someone who does not have one. Proceed as follows:

1. Find the user in the Seats list and in the row with their name, click → Reassign seat. You will see a list of organization users without a seat in DataLens.
2. Select the user you want to reassign the seat to. For convenience, use the search by name or email.
3. Click Confirm.

The seat will be reassigned immediately. The former user will disappear from the list of users with seats, replaced with the new user.

Manual assignment of seatsManual assignment of seats

You can manually assign a seat to a user from your organization. If there are available seats, the new user will get one. Otherwise, you will have to confirm the purchase of a new seat.

To manually assign a seat to a user:

1. Click Assign. You will see a list of organization users without a seat in DataLens.
2. Select one or more users who need a seat. For convenience, use the search by name or email.
3. Click Assign.

The users will appear in the list, and their seat status will be Active.

Revoking a seatRevoking a seat

To revoke a seat from a user:

1. Find the user in the Seats list and in the row with their name, click → Revoke seat.
2. Confirm seat revocation. The user will lose access to the DataLens interface.

The revoked seat will become available: you will be able to manually assign it to a different user, or it will be automatically assigned to a new user when they log in to DataLens.