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Quick guide for administrators

Last updated: April 2026
note

For the legacy version of this guide, refer to this document.

This guide helps Account Admins set up and govern Katalon accounts, organizations, licenses, and users.

Requirements​

Follow this sequence after purchase:

  1. Set up account general information.
  2. Configure security settings (for example, custom domain and required security controls).
  3. Create organizations, sub-organizations, and projects.
  4. Assign dedicated licenses to organizations or sub-organizations.
  5. Invite users.
  6. Assign licenses and roles.

1. Set up account general information​

Start by defining your account details so your workspace aligns with your organization identity.

  1. Go to Account Settings > Organization.

  2. Click Account > General.

  3. Click Edit Account Information.

  4. In the Edit Account Information dialog, enter or update the required details.

  5. Click Save.

2. Create organizations, sub-organizations, and projects​

Organizations and sub-organizations represent your company structure (for example, departments or teams). Projects must always belong to an organization or sub-organization.

Create an organization or sub-organization​

  1. Go to Account Settings > Org > Organization Management.

  2. Click + Create, then select Organization.

  3. Enter the name.

  4. In Parent Organization:

    • Select your account to create a top-level organization.
    • Select an existing organization to create a sub-organization.

  5. Click Create.

Create a project​

  1. Go to Account Settings > Org > Organization Management.

  2. Click + Create, then select Project.

  3. In the Create Project dialog, provide:

    • Name
    • Description
    • Admin (users who will be Project Admins)
    • Parent organization

  4. Click Create.

3. Manage dedicated licenses​

Licenses are provisioned at the account level by default. You can either:

  • Use the shared account-level pool, or
  • Assign dedicated licenses to organizations and sub-organizations for tighter governance (recommended).

How dedicated licenses work​

A dedicated license is a fixed allocation for a specific organization. That organization (or its sub-organizations) cannot consume more than the dedicated amount.

When licenses are first purchased, they are added to the account-level pool. You then distribute them downward as needed.

Example 1: Account to organizations​

An account has 200 Katalon True Platform licenses and assigns 20, 10, 1, and 5 to four organizations. Each organization can use only its assigned amount.

  • Dedicated: Licenses explicitly assigned at that level.
  • Pool: Licenses still available to allocate to lower levels.
  • Assigned User: Licenses currently claimed by users at that level.
  • Available: Unclaimed licenses remaining at that level.

Example 2: Organization to sub-organization​

If an organization has 10 dedicated licenses and assigns 5 to a sub-organization, the parent organization retains a pool of 5.

Assign dedicated licenses to an organization​

Use this when the target organization has not received dedicated licenses yet.

  1. Go to Account Settings > Account > License Management.

  2. Click Assign Dedicated Licenses.

  3. Select the organization, enter the number of licenses, then click Assign.

Edit dedicated licenses for an organization​

  1. Go to Account Settings > Account > License Management.

  2. Hover over the target organization row, then click the Edit (pen) icon.

  3. Update the dedicated amount:

    • Increasing takes licenses from the account-level pool.
    • Decreasing is blocked if the new value is below licenses currently in use.
    • Setting to 0 revokes dedicated licenses from that organization, including in-use allocations.

  4. Click Save.

Revoke all dedicated licenses from an organization​

notes

Any claimed or in-use licenses are then consumed from the account-level license pool, if available.

  1. Go to Account Settings > Account > License Management.

  2. Hover over the target organization row, then click the Revoke (left arrow) icon.

  3. In the confirmation dialog, click Revoke.

4. Manage users and access​

Use Account Settings > Org > User Management as your main workspace for user onboarding and access control.

Invite users to an organization​

  1. Go to Account Settings > Org > User Management.

  2. Click + Add user.

  3. Enter user email addresses.

    • Separate entries with Enter or Space.
    • Copy-paste is supported.

  4. (Optional) Select the organization.

  5. (Optional) Select the project.

  6. Click Add.

Assign licenses during invitation​

In the same Add Users dialog:

  1. Select the license types to assign.
  2. Choose a license source from available account pools.
  3. Click Add.

Assign licenses after invitation​

Use this flow for existing users in your account.

  1. Go to Account Settings > Org > User Management.

  2. Open the target user detail page.

  3. Click Change next to the license type.

  4. Select the license source from available pools.

View a user detail page​

  1. Go to Account Settings > Org > User Management.
  2. Click the target user name.

The User Detail page includes:

  • Full name and profile picture
  • Contact details and employment start date
  • Account-level role
  • Affiliated organization
  • Assigned licenses and their sources
  • Joined projects

Change a user's account role​

  1. Open the user detail page.

  2. Under Account Role, click Change Role & Permission.

  3. In Change Role and Permission, select roles from the dropdown.

  4. Click Update.

Change a user's project role​

  1. Open the user detail page.

  2. In the relevant project row, click Change Role and Permission.

  3. In the dialog, select roles in Project Role.

  4. Click Update.

Change a user's organization​

  1. Open the user detail page.

  2. Under Organization, click Change.

  3. Select the new organization.

  4. Click Save.

Resend an invitation​

If the invitation link expires and the user has not accepted it:

  1. In User Management, find the user with Pending status.
  2. On that row, click Resend invitation or Copy invitation link.

Deactivate a user​

  1. Open the user detail page.

  2. Click the three-dot menu in the top-right corner, then select Deactivate User.

  3. In the confirmation dialog, click Deactivate.

  4. Confirm the user status is now Inactive.

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