Best Practices for Managing User Licenses and Access Governance in Airtable

[Paul_Naraine]

Question:
What are the best practices or automation options in Airtable to manage and proactively govern user licenses and access?

Details:
We're currently reviewing our Airtable usage to optimize license management and access control. Our goals are:

1. Reduce the number of licenses to under 50 (e.g., a user like Stevie B. currently has two licenses).
2. Convert some Editors to Viewers where appropriate.
3. Remove access for users who no longer need it.
4. Identify unknown users with access and resolve their status.

We would also like to develop a governance process to prevent this from being a recurring issue.
For now, our model involves each admin monitoring Editor licenses whenever adding a user and reaching out to teammates if any license changes are needed.

We’d love to hear:

• How other teams handle license management efficiently in Airtable.
• Recommendations for automation or tools to track and alert admins about license usage.
• Any governance frameworks that have worked for similar access management needs.

Thank you in advance for your insights!

[matthieucote]

Hello Paul,

I'm also interested in this topic - I don't like how difficult this is in Airtable to properly manage licenses.

We are on "Enterprise Scale", and Admins have no way to restrict users from upgrading from "viewer" to "editor", either via action (eg: create a base) or via permission that are granted to them (eg: make X an editor of a base).

I'm curious to know more on this topic, and how other companies are handling it.

Best

[Paul_Naraine]

Totally agree - we're going to try different options, I'll share what I find out.