Tableau Cloud Help

In Tableau Cloud Manager (TCM), cloud administrators can set site role limits, which define the maximum number of each license type—Creator, Explorer, or Viewer—that can be consumed by a site. After role limits are created, users on the site automatically consume a license of their assigned role, following the limits set by the cloud administrator.

Note: Cloud administrators only have access to TCM and don't consume a license. To gain site access, you can assign yourself a site role or be assigned one by another cloud admin. For more information, see Manage users’ site membership.

If a user is added to multiple Tableau Cloud sites, they count against the role limit for each individual site. However, for the overall license consumption within TCM, a user only consumes one license. This license corresponds to the max site role they’ve been assigned across all the sites they’re a member of.

Let’s consider the following scenario where a cloud administrator sets site role limits on two sites:

• Site A: 3 Creator, 5 Explorer, 10 Viewer licenses

• Site B: 2 Creator, 4 Explorer, 6 Viewer licenses

Jane, who works in both sites, is added as a Creator on Site A and an Explorer on Site B. On Site A, Jane is counted as one of the 3 Creators. On Site B, Jane is counted as one of the 4 Explorers

Despite being a member of both sites, Jane only consumes one Creator license in TCM because that is the highest assigned role across sites.

Create or modify role limits on a site

By default, each site within Tableau Cloud Manager (TCM) uses the cloud limit, which is the total number of licenses purchased. When adding users to a site, TCM checks against the cloud limit to ensure that the number of users doesn't exceed the total licenses available.

To manage your organization's Tableau Cloud licenses, cloud administrators can set site role limits. This feature enables control over license allocation across different sites within your tenant.

To set site role limits, follow these steps:

1. Sign in to Tableau Cloud Manager as a cloud administrator.

2. Navigate to the Sites page, and select the site you want to modify.

3. Click the Actions menu or ellipsis icon (...) and select Site Role Limits.

4. In the dialog, select Site Role Limit for the site role you want to modify, and then enter the desired value.

   

   Note: The site role limit must be equal to or greater than the number of licenses used and can’t exceed the cloud limit for that site role.

5. Click Save.

After setting site role limits, the maximum license count is visible on the Sites page of TCM.

At the site level, site administrators can see role limits for their site on the Users page.

When site role limits are met

When a user is added to a site, they automatically consume the license assigned to their site role. However, if the maximum number of licenses for that role (the site role limit) has already been reached, the following occurs:

• If all licenses for a site role are in use, but there are available licenses at a higher role, the user is added to the site and consumes a license for the higher role. For example, if there are no available Explorer licenses, a user added as an Explorer consumes an available Creator license.

• If no higher role licenses are available, the user is added to the site as an Unlicensed user.

Users consuming licenses different from their assigned roles, such as Viewers using Explorer licenses, can affect site role limits. Cloud administrators can address this scenario by unlicensing these users and updating the site role limit as needed. For more information, see Create or modify role limits on a site.