Manage Site Role Limits

Server administrators can create site role limits to set a maximum number of licences of each type (Creator, Explorer or Viewer) that can be consumed on a given site. After a server administrator sets a site role limit, site administrators can add users (thereby automatically consuming licences) up to that site role limit. If a user is a member of multiple sites across the server, then that user will count against each site's role limit, but will only consume one licence (which corresponds to the highest site role they have on the server). Server administrators do not count against site role limits.

To learn more about the capabilities of each site role, see User-based licences in the Tableau Server help Licensing Overview. For information for server administrators on how to set up site role limits, see Site Settings Reference.

Create role limits on a site

Before you can enable site administrators to manage their users, you can View Server Licences to determine how to allocate licences across the Server, or Add Capacity for new users to the Server.

Server administrators can configure site role limits through the Settings page in the web UI, or through the REST API.

To set a site role limit on a site:

  1. Go to the General tab of the Settings page for your site.
    • If you have a single site, on the side navigation, click Settings and General.
    • If you have multiple sites, select the site you want to configure and click Settings and General.
  2. Under Managing Users, specify that Server and site administrators can add and remove users.
  3. Under Limit the number of users to: select Site Role Limit
  4. Set a limit for Creators, Explorers and Viewers.
  5. Click Save

Server administrators can set site role limits within the following restrictions:

  • A site role limit cannot exceed the number of licences of that type that have been activated on the server
  • A site role limit cannot be less than the number of users of that site role already present for that site
  • If a limit is set for any licence type, a limit must be set for every licence type.
  • If the limit for a role is left blank, the server licence limit is used.

When site role limits are met

If a user is added to a site as an Explorer, they will consume an Explorer licence, unless the site has met its role limit set for Explorer. When this happens, a few different things can occur:

  • If there are available licences at a higher tier, the user will be added to the site as an Explorer, but will consume a Creator licence.
  • If no higher licences are available, the user is added to the site as an Unlicensed user.

Site role limits can be affected by users consuming licences that are different than their given site roles (Viewers consuming Explorer licences, for example). In this case, administrators can unlicense those users, then update the site role quotas. For more information on how to troubleshoot licensing issues, see Troubleshoot Licensing.

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