Understanding and managing licences in Advice Ally
Advice Ally offers two licence types: Full and Core. Choose a licence based on the work each person needs to do, whether that is creating meetings and paraplanning requests or maintaining client information and managing follow-up tasks.
This guide explains the differences and shows practice administrators how to invite users and change their licences.
Full and Core at a glance
Full is the paid licence for team members who need to record or upload meetings, generate file notes and prepare Paraplanning Request Forms (PRFs). It also includes access to existing meetings, household details and tasks.
Core is currently free for team members who need to work with existing meetings, maintain household information and manage tasks. It does not include creating meetings or generating PRFs.
View and edit existing meetings and file notes
Yes
Yes
Record or upload new meetings
Yes
No
Generate file notes from new meetings
Yes
No
Update older V1 meetings to the new format
Yes
No
Change meeting type through reprocessing
Yes
No
Generate a PRF
Yes, when enabled for your practice
No
Create and manage households
Yes
Yes
Create and manage tasks
Yes
Yes
Manage practice settings and invite users
With Admin access
With Admin access
Add to the practice's meeting-hour allowance
According to the paid Full plan quantity
No
Licence cost
According to your practice's plan
Free for now
Feature availability also depends on your practice's subscription and enabled features. Trial and Expired describe access states, rather than additional licence types. User invitations are unavailable while a practice is on trial or its subscription has expired.
Which licence should I choose?
Choose Full when the person needs to capture meetings or generate paraplanning requests. Choose Core when their work is focused on existing records, household information and tasks.
For example:
- An adviser recording client meetings and preparing PRFs needs Full.
- A client services team member updating household information and tracking follow-up work can use Core.
- A paraplanner reviewing existing file notes and managing tasks can use Core. If they also need to generate PRFs, choose Full.
A person's job title does not determine their licence. Select the licence that supports the actions they need to perform.
What happens to existing users?
When the new licensing model is introduced, existing team members and pending invitations are assigned Full licences. Practice administrators can then review the team's needs and change individual members to Core where appropriate.
Licences, roles and Admin access
These are three separate settings:
Licence
The licensed actions a person can use, such as recording meetings or generating PRFs.
Role
A description of their work, such as Adviser, Paraplanner or Practice Manager. The role itself does not grant permissions.
Admin access
Access to practice-level settings, including Team, Billing & Plans and Risk Profiles.
A person can hold a Core licence and have Admin access. Selecting a role such as Practice Manager does not automatically give that person Admin access.
Your practice must retain at least one active member with a Full licence and at least one member with Admin access. These requirements can be met by the same person or different people.
Find your team’s licences
Open Settings > Team to see each member’s Role, Admin access, Licence and Status.
The summary cards show your billed Full seats, Core seats, pending invitations and pooled meeting hours. Use the search box, All Roles and All Seats filters to find members.
The Team page brings licence allocation and practice access together. The figures shown are an example account.
Invite a new team member
You need Admin access to invite users.
Open Settings > Team and select Invite a member.
Enter the person's email address.
Open the licence dropdown beside their email and select Full or Core. The default is Full, so check it before proceeding.
Select Add another person if you want to invite more people.
Review the licence quantities and any charges shown in the summary.
Select Send invite.
Choose a licence beside each email address and review the total before sending. The Full price shown belongs to this example account; use the price displayed for your practice. Core is labelled “Free for now”.
The invitation screen shown selects the licence. Review or change the member’s role in the Team list.
New invitations have Admin access switched off. If someone needs to manage the practice, grant Admin access separately from the Team list.
Before sending: Full seats are charged from the invitation date, rather than the date the person accepts. Any Full seats already paid for and available are used before an additional charge is applied. Core invitations have no licence charge. Prices in the invitation summary exclude GST.
A pending invitation's licence cannot be changed until it is accepted. Resending an invitation preserves its selected licence and role.
Change a team member's licence
You need Admin access to change licences.
Open Settings > Team.
Find the team member and open their licence selector.
Select Full or Core.
Read the confirmation, including the effect on access and any charges.
Confirm the change.
The person's access changes immediately. The billing effect depends on whether you are increasing or reducing the number of Full licences.
Core to Full
Full access starts immediately.
Uses an available Full seat already paid for first. Otherwise, an additional Full seat is charged pro rata for the rest of the billing period.
Full to Core
Meeting creation and PRF generation stop immediately. Core capabilities remain available.
No credit is issued for the current period. The paid Full quantity is adjusted at renewal.
Deactivate a Full user
The user is deactivated.
The Full seat remains paid for until the end of the current period. The required quantity is reduced at renewal.
If you move someone to Core, you can restore their Full licence or assign that paid Full capacity to another team member during the same billing period without paying twice, provided you stay within the Full quantity already paid for.
Example: Your practice has paid for three Full seats this period. You change one person to Core. You still have three paid Full seats until renewal, so you can give the available Full seat to someone else without an additional seat charge for that period.
How meeting hours work
Your practice's pooled meeting-hour allowance is based on its paid Full licence quantity and plan. Core licences do not add meeting hours.
Changing someone from Full to Core does not remove hours the practice has already paid for during the current billing period. The allowance adjusts with the paid Full quantity at renewal.
Common questions
Why do I see “Full license required”?
The action requires a Full licence. Ask your practice administrator to review your licence if you need it for your work.
Why can't I change the last Full user to Core?
Your practice must keep at least one active Full licence. Give another active team member Full before changing, deactivating or removing the last Full user. If the practice no longer needs a paid subscription, use the subscription cancellation process.
Can a Core user manage billing and invite people?
Yes, if they have Admin access and the practice has an eligible active subscription. Licence type and Admin access are separate settings.
Does changing someone's role change their licence?
No. A role describes the person's work. Change their licence separately if their required access changes.
Will changing someone to Core reduce this month's bill?
No. The change affects access immediately, but there is no credit for the current billing period. The required paid Full quantity is updated at renewal.
I have Full, but I cannot see the PRF option. Why?
A Full licence provides the relevant entitlement, but PRF must also be enabled for your practice and available for the meeting you are using. Ask your practice administrator or support to check your access.
Who can change Admin access?
An administrator can change another member's Admin access. You cannot remove your own Admin access, and the practice's only administrator cannot be removed, deactivated or have their Admin access switched off until another administrator is in place.