{"id":1280,"date":"2026-08-04T15:00:00","date_gmt":"2026-08-04T09:30:00","guid":{"rendered":"https:\/\/swapnilzambare.com\/blog\/salesforce-user-licenses-permission-set-feature\/"},"modified":"2026-08-04T15:00:00","modified_gmt":"2026-08-04T09:30:00","slug":"salesforce-user-licenses-permission-set-feature","status":"publish","type":"post","link":"https:\/\/swapnilzambare.com\/blog\/salesforce-user-licenses-permission-set-feature\/","title":{"rendered":"Salesforce User Licenses, Permission Set and Feature Licenses"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Salesforce User Licenses decide which parts of Salesforce a person can use at all. Before a profile or permission set can give access, the right licence must be in place. Have you ever tried to give a user access and seen the option greyed out? In that case, a licence was probably the reason.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In this post, you will learn the three kinds of licences admins work with. These are user licences, permission set licences and feature licences. You will also see how to check how many you have left and how to assign them. This builds on our guides to <a href=\"https:\/\/swapnilzambare.com\/blog\/salesforce-user-management-guide\/\">user management<\/a> and <a href=\"https:\/\/swapnilzambare.com\/blog\/profiles-and-permission-sets-salesforce\/\">profiles and permission sets<\/a>. At the end, you will find the interview questions people ask most about licences.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What Are Salesforce User Licenses?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A user licence is the base entitlement for one user. It sets the biggest set of features that user could ever reach. Every active user has exactly one user licence, and every profile belongs to one licence type.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Think of a gym membership. For example, a basic card lets you use the gym floor. A premium card also opens the pool and the sauna. Within your card, the staff can still decide which rooms you may enter today. In Salesforce, the licence is the membership card, and profiles and permission sets are the staff deciding the rooms.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Why Salesforce User Licenses Matter<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Salesforce User Licenses cost money, and companies buy them in fixed numbers. So admins must manage them carefully. Here is why they matter at Bright Path Tutors.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The company pays for each licence, so unused ones waste money.<\/li>\n\n<li>A wrong licence type blocks users from objects they need.<\/li>\n\n<li>New hires cannot log in when no licences remain.<\/li>\n\n<li>Special features, such as a service console, may need an extra licence.<\/li>\n\n<li>Also, audits and renewals need accurate counts of who uses what.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">In short, licences are both a cost and a security boundary. So a good admin knows both sides.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How Salesforce Licensing Works<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Salesforce access works in layers, and Salesforce User Licenses form the bottom layer. First, the user licence sets the outer limit. Next, any permission set licences add specific features on top. Then feature licences switch on a few extra tools. Finally, profiles and permission sets give the actual permissions inside those limits.<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-1.png\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-1-1024x640.png\" alt=\"Salesforce User Licenses diagram showing licence layers from user licence to permission sets\" class=\"wp-image-1278\" srcset=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-1-1024x640.png 1024w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-1-300x188.png 300w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-1-768x480.png 768w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-1-1536x960.png 1536w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-1-2048x1280.png 2048w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><figcaption class=\"wp-element-caption\">Each licence layer works inside the one below it.<\/figcaption><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">So a permission can only work if the licence underneath allows it. That is why some checkboxes in a permission set stay greyed out. In other words, the user does not hold the licence that feature needs.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The Three Types of Licences<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">User Licences<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">You assign a user licence when you create a user. Common examples include Salesforce, which gives full CRM access, and Salesforce Platform, which focuses on custom apps. Also, Chatter Free and Identity are lighter licences with very limited access. Experience Cloud sites also use their own customer and partner licences.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Also, the licence type limits the profiles you can pick. For example, a user with a Salesforce Platform licence can only use profiles built for that licence.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Permission Set Licences<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In contrast, a permission set licence adds a specific feature on top of the user licence. Many Salesforce products, such as Field Service or industry clouds, use them. You first assign the permission set licence to the user. Then you assign a permission set that uses it.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Feature Licences<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A feature licence turns on a single extra tool for a user. You switch it on with a checkbox on the user record. For example, Marketing User, Knowledge User and Service Cloud User are all feature licences.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Comparing the Three Licence Types<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The table below compares user licences, permission set licences and feature licences.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Feature<\/th><th>User licence<\/th><th>Permission set licence<\/th><th>Feature licence<\/th><\/tr><\/thead><tbody><tr><td>How many per user<\/td><td>Exactly one<\/td><td>Zero or many<\/td><td>Zero or many<\/td><\/tr><tr><td>Purpose<\/td><td>Base access level<\/td><td>Adds a specific product feature<\/td><td>Turns on one extra tool<\/td><\/tr><tr><td>Where assigned<\/td><td>User record, licence field<\/td><td>User record, PSL assignments<\/td><td>User record, checkbox<\/td><\/tr><tr><td>Linked to profile<\/td><td>Yes, profile must match<\/td><td>No<\/td><td>No<\/td><\/tr><tr><td>Example<\/td><td>Salesforce, Salesforce Platform<\/td><td>Field Service Standard<\/td><td>Knowledge User<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">When to use which depends on what your company bought. The user licence always comes first, and the other two add features on top.<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-2.png\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-2-1024x640.png\" alt=\"Salesforce User Licenses diagram comparing user, permission set and feature licences\" class=\"wp-image-1279\" srcset=\"https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-2-1024x640.png 1024w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-2-300x188.png 300w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-2-768x480.png 768w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-2-1536x960.png 1536w, https:\/\/swapnilzambare.com\/blog\/wp-content\/uploads\/2026\/10\/salesforce-user-licenses-permission-set-feature-diagram-2-2048x1280.png 2048w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><figcaption class=\"wp-element-caption\">The three types of Salesforce licences compared.<\/figcaption><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Salesforce Platform vs Salesforce Licence<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">These two are the most common user licences. As a result, interviewers often ask about them. The table below shows the key differences.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Feature<\/th><th>Salesforce licence<\/th><th>Salesforce Platform licence<\/th><\/tr><\/thead><tbody><tr><td>Standard CRM objects<\/td><td>Full access, such as Leads, Opportunities, Cases<\/td><td>No Leads, Opportunities or Cases<\/td><\/tr><tr><td>Accounts and Contacts<\/td><td>Yes<\/td><td>Yes<\/td><\/tr><tr><td>Custom objects and apps<\/td><td>Yes<\/td><td>Yes<\/td><\/tr><tr><td>Typical users<\/td><td>Sales and service teams<\/td><td>Users of custom apps only<\/td><\/tr><tr><td>Cost<\/td><td>Higher<\/td><td>Lower<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">So if a trainer at Bright Path Tutors only uses the custom Course app, a Platform licence may be enough. However, a sales user who works leads and opportunities needs a full Salesforce licence.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to Check Your Salesforce User Licenses<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">You can see all Salesforce User Licenses in one place. Follow these steps.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to Setup and type &#8220;Company Information&#8221; in Quick Find.<\/li>\n\n<li>Then open the Company Information page.<\/li>\n\n<li>Next, scroll to the User Licenses related list.<\/li>\n\n<li>Check the Total, Used and Remaining columns.<\/li>\n\n<li>Finally, scroll further to see Permission Set Licenses and Feature Licenses.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">The table below shows an example of what Bright Path Tutors might see.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Licence<\/th><th>Total<\/th><th>Used<\/th><th>Remaining<\/th><\/tr><\/thead><tbody><tr><td>Salesforce<\/td><td>25<\/td><td>23<\/td><td>2<\/td><\/tr><tr><td>Salesforce Platform<\/td><td>10<\/td><td>6<\/td><td>4<\/td><\/tr><tr><td>Knowledge User (feature)<\/td><td>5<\/td><td>5<\/td><td>0<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">In this example, only two full Salesforce licences remain. So before the next sales hire, the admin should either free one up or ask to buy more.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to Assign Licences Step by Step<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Let&#8217;s give a new support user, Ravi Kumar, the right licences at Bright Path Tutors.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1: Assign the User Licence<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to Setup &gt; Users &gt; Users and click New User.<\/li>\n\n<li>Fill in First Name &#8220;Ravi&#8221;, Last Name &#8220;Kumar&#8221;, Email and Username.<\/li>\n\n<li>Next, in User License, choose Salesforce.<\/li>\n\n<li>Then, in Profile, choose a support profile that matches the licence.<\/li>\n\n<li>Finally, click Save.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2: Turn On a Feature Licence<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open Ravi&#8217;s user record and click Edit.<\/li>\n\n<li>Tick the Knowledge User checkbox, so he can create articles.<\/li>\n\n<li>Then click Save.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3: Assign a Permission Set Licence<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>On Ravi&#8217;s user record, find the Permission Set License Assignments related list.<\/li>\n\n<li>Then click Edit Assignments.<\/li>\n\n<li>Next, tick the licence your support feature needs and click Save.<\/li>\n\n<li>Then assign the matching permission set in the Permission Set Assignments list.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Ravi can now log in, work cases, write knowledge articles and use the extra support feature.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Freeing Up Salesforce User Licenses<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">When someone leaves, deactivate their user. Deactivating frees one of your Salesforce User Licenses for a new hire. Freezing a user only blocks login, so the licence stays in use.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Also, look for users who have not logged in for months. You can build a report on users with a filter on Last Login. Then review the list with managers before you deactivate anyone.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Common Mistakes with Salesforce User Licenses<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Freezing users and expecting the licence to free up. However, only deactivation frees it.<\/li>\n\n<li>Giving full Salesforce licences to users who only need custom apps.<\/li>\n\n<li>Forgetting the permission set licence before assigning a permission set that needs it.<\/li>\n\n<li>Not tracking feature licences, which can run out without warning.<\/li>\n\n<li>Changing a user&#8217;s licence type without checking the profile. After all, the profile must match the new licence.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Best Practices for Salesforce User Licenses<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Review the Company Information page every month.<\/li>\n\n<li>Build a report of inactive users, then clean it up each quarter.<\/li>\n\n<li>Pick the lightest licence that covers each user&#8217;s real work.<\/li>\n\n<li>Keep a simple sheet of who needs special licences and why.<\/li>\n\n<li>Plan new hires with managers, so licences are ready before day one.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Practice Task<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">In your Developer Edition org, open Company Information and write down your user licences and remaining counts. Then create a test user with a Salesforce Platform licence. Hint: notice how the Profile list changes when you switch the licence type.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Most Asked Interview Questions on Salesforce User Licenses<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Questions on Salesforce User Licenses appear in almost every admin interview. These short answers cover the points interviewers look for.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Basic Questions on Salesforce User Licenses<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q1. What is a user licence in Salesforce?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A user licence is the base entitlement for one user. It sets the maximum features that user can access. Every active user has exactly one user licence.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q2. What is the difference between a user licence and a profile?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The licence sets the outer limit of what a user could access. The profile gives the actual permissions inside that limit. A profile must match the user&#8217;s licence type.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q3. What is a permission set licence?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It adds access to a specific feature or product on top of the user licence. You assign it on the user record, and then assign a permission set that uses it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q4. What is a feature licence? Give an example.<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A feature licence turns on one extra tool for a user through a checkbox. Examples are Marketing User, Knowledge User and Service Cloud User.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Practical Questions on Salesforce User Licenses<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q5. Where can you see how many Salesforce User Licenses remain?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Go to Setup &gt; Company Information. The User Licenses, Permission Set Licenses and Feature Licenses lists show total, used and remaining counts.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q6. Does freezing a user free up a licence?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">No. Freezing only stops the user from logging in. You must deactivate the user to free the licence for someone else.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q7. What is the difference between Salesforce and Salesforce Platform licences?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The Salesforce licence gives full CRM access, including Leads, Opportunities and Cases. The Platform licence covers accounts, contacts and custom apps, but not those standard CRM objects. Platform licences cost less.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Q8. Why does a permission checkbox stay greyed out in a permission set?<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Usually the permission set belongs to a licence that does not include that feature. It can also mean the org has not bought the feature. Check the licence linked to the permission set and the user&#8217;s licences.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Official Resources<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/help.salesforce.com\/s\/articleView?id=sf.users_understanding_license_types.htm&amp;type=5\" target=\"_blank\" rel=\"noopener noreferrer\">User Licenses (Salesforce Help)<\/a><\/li>\n\n<li><a href=\"https:\/\/help.salesforce.com\/s\/articleView?id=sf.users_permissionset_licenses_overview.htm&amp;type=5\" target=\"_blank\" rel=\"noopener noreferrer\">Permission Set Licenses (Salesforce Help)<\/a><\/li>\n\n<li><a href=\"https:\/\/trailhead.salesforce.com\/content\/learn\/modules\/lex_implementation_user_setup_mgmt\" target=\"_blank\" rel=\"noopener noreferrer\">Trailhead: User Management<\/a><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Quick Recap<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Salesforce User Licenses set the base access for each user.<\/li>\n\n<li>Every user has one user licence, and the profile must match it.<\/li>\n\n<li>Permission set licences add specific product features.<\/li>\n\n<li>Feature licences turn on single tools, such as Knowledge User.<\/li>\n\n<li>Only deactivating a user frees the licence, not freezing.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">What&#8217;s Next?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Licences and profiles control objects, but what about single fields? Next, read our guide to <a href=\"https:\/\/swapnilzambare.com\/blog\/salesforce-field-level-security\/\">Salesforce field-level security<\/a> to hide or protect sensitive fields.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Salesforce User Licenses decide which parts of Salesforce a person can use at all. 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