Licence Pool is where you see what your users licence is made up of and manage it. It shows you how many seats you're using, how many are sitting unused, and which people on your licence have gone quiet so you can review them and reclaim the seats you aren't using.
Where to find it: People > Licence Pool
Please note, Licence Pool is available on LAL Unlimited and is being rolled out in stages. If you’re on LAL Unlimited and can’t see it, or you’re on a different plan and would like to access it, speak to your Customer Success representative.
Nobody is removed unless you say so
We will never remove anyone from your pool on your behalf. Licence Pool shows you who might be worth a look and gives you the tools to act. Every decision is yours, and nothing happens until you choose it.
What takes up a seat on your licence
A seat on your licence is taken up by:
every active locum, employee and agency
every suspended locum
every pending locum invitation
every locum who has registered themselves to work for you
Please note that a locum invitation takes a seat from the moment you send it, before the locum has registered. So it's worth keeping an eye on how many invitations are sitting open.
Your Licence Pool Overview
The Overview panel shows you:
What you'll see | What it means |
Licences used | How many seats are currently taken up |
Licences pre-paid | The allowance included in your agreement |
Unused seats | Seats you're paying for that nothing is using |
Additional | Anything you're using above your pre-paid allowance |
Underneath, you'll see what your pool is made up of (locums, employees, agencies, pending invitations and unused seats).
These figures are live. If you reclaim a seat, the numbers update straight away. Any change to your usage is reflected in your next billing period.
You may also see a “Try Modern UI” option on this page. This toggle switches to our updated interface, and you can switch back whenever you like using the “Back to Legacy UI” toggle. The Licence Pool feature works exactly the same regardless of interface.
Your Inactive Users list
Where: People > Licence Pool > Inactive Users
The Inactive Users list shows the locums and employees on your licence with little or no recent activity.
Registered Locums, Employees and Locum Invites are shown on separate tabs, because they're flagged for different reasons.
Why someone appears on the list
Every person on the list shows you why they're there. You'll see reasons like:
Reason | What it means |
No shifts in [X] months | They haven't booked any shifts at all in that period, whenever they joined |
Last worked [X] months ago | They were active before, but their engagement has lapsed |
No future bookings | Nothing upcoming on the calendar |
Direct invite (never booked a shift) | They registered from your invitation but have never booked anything |
Onboarding stalled | They registered but never finished providing what's needed |
Suspended | A suspended locum still takes up a seat, so they're always worth reviewing |
Note, it is possible that someone may show more than one reason.
Narrowing the list down
You can filter by:
Name
Job type (Locum / Company)
Company user status
Company compliance status
Country
Independent prescriber
Choose your filters, then select Filter to apply them. You can also sort the list with multiple options available to choose from.
This is useful if you manage one region or one job type and only want to review your own people.
Check the record before you act
Select a name to open their full record. This is worth doing before you make a decision, particularly for someone who's joined recently as a locum who's been on your licence a short time may simply not have had the chance to book anything yet, or may still be waiting on their credentials being verified.
Taking action
Once you've reviewed someone, you can:
Action | What happens |
Leave a note | Record why you made a decision, so your team has the context later. |
Send a communication | Send the locum a message. Useful before removing someone who might just need a prompt, e.g., awaiting credentials, just made compliant but not booked. |
Suspend | They can't be booked. Note that a suspended locum still takes up a seat on your licence. |
Mark as active | Returns a suspended user to active so they can be booked again. |
Mark as deleted | They come off your licence and the seat is freed up straight away. |
You can do any of these for one person, or select several accounts and act on them together.
To reiterate, nothing happens until you choose it. We never take any of these actions for you.
If someone has shifts booked
If you try to remove someone who has shifts booked in the future, the platform will tell you before anything happens. You can then decide whether to go ahead with your decision or leave them in place.
This means you won't accidentally take someone off your licence who's due to work next week.
Removing someone isn't permanent
When you mark a user as deleted, they come off your licence and the seat is freed straight away. That action itself can't be undone.
But it doesn't shut the door forever. A deleted locum can come back onto your licence later, for example, if they apply for one of your shifts, or if you invite them again. Plenty do, months down the line.
Two things worth knowing:
When someone comes back, they take up a seat on your licence again, and that will show in your usage figures.
Deleting frees up the seat immediately, so there's no cost to tidying up now and letting people return later if you need them.
Exporting your list
Select Export to download the Inactive Users list. Useful if your finance team needs a copy for sign-off, or even for audit trail purposes.
Keeping on top of your pool
Keeping a licence tidy used to mean one cleanse at the end of the month which may have included pulling figures from different pages and reports, then working out who to remove before the next billing period.
Everything you need is now on one page and you can act on it from there. A few minutes whenever you have them is usually enough.
Because your figures are live, you can also see exactly what your usage will be billed at the next period. Any seat you reclaim is reflected in your next bill, so there's no benefit to waiting.
Things worth doing when you have a moment:
Check your unused seats and anything above your allowance on the Overview
Work through your Inactive Users list
Open the record of anyone you're unsure about before acting
Send a communication to anyone who might just need a prompt, rather than removing them
FAQs
FAQs
Q) Will anyone be removed automatically? No. We will never remove anyone from your pool. Licence Pool flags people worth reviewing, thereafter, every decision and every action is yours.
Q) What if I remove someone who's due to work? If they have shifts booked in the future, the platform will tell you before anything happens, so you can decide whether to go ahead.
Q) If I remove someone, can they come back? Yes. A removed locum can return to your licence later, for example if they apply for one of your shifts, or if you invite them again. When they do, they take up a seat again and that shows in your usage figures.
Q) Does the locum know they've been flagged? No. Locums can't see Licence Pool and aren't told they appear on your Inactive Users list. If you send a communication, they'll receive that message but the flag itself isn't visible to them.
Q) How is "inactive" decided? Every flagged person shows the reason on screen. The definitions are based on how locum pools typically behave, for example, no shifts booked in a long period, or a direct invitation that never led to a first shift.
Q) Does this cost anything? No. There's no change to your pricing or your licence allowance.
Q) Is Licence Pool available on my plan? Licence Pool Management is available to LAL Unlimited customers only. If you’re not on LAL Unlimited, speak to your Customer Success representative.
Q) Why can't I see Licence Pool? Licence Pool is available on LAL Unlimited and we're rolling it out in stages, so it may not be switched on for your account yet. Your Customer Success Manager can tell you more.
Q) Why does a pending invitation take up a seat? Sending an invitation reserves a place on your licence for that locum straight away, before they register. If invitations have been sitting open for a long time, it's worth reviewing whether you still need them.
Q) I've just removed several users, why hasn't my invoice changed? Your usage figures update immediately, but billing runs monthly. Any seats you reclaim will be reflected in your next billing period rather than the current one.
Q) When will my next invoice reflect the changes? Your usage figures update immediately. Any change to your licence usage is reflected in your next billing period.
Need help?
Contact your Customer Success Manager or our support team.
You can also watch our walkthrough video here.