Overview
For teams with shared subscriptions, seat management is handled in the Account Center. Workspace Admins can fill seats by assigning users manually, importing users in bulk with a CSV, or sharing an invite link that lets people claim a seat themselves. Each user activates by logging in through the Timeline add-in.
Use this guide to find the section that applies to your task.
A) How to assign seats
B) How to unassign seats
C) How bulk import works
D) How to Share an Invite Link
A) How to assign seats
Step 1: Log In to the Account Center
Visit lucensoftware.com and log in using your Workspace Admin or Billing Owner credentials. Navigate to the Account Center.
In the left navigation of the Account Center, go to Admin > Subscriptions and select the subscription you want to manage.
Step 2: Assign seats to Users
Go to the Seats tab. Click Manually to open the Assign users manually modal. Enter a user's email address and click Assign users.
You can view and manage assigned users from this tab, including their name, activation status, and last active date.
Step 3: Users Complete Activation
Users will receive an email notification inviting them to download Timeline and log in to complete their registration and claim their seat.
Users can open PowerPoint, go to the Timeline tab, and click Log In to activate using the same email address that was used for the invitation.
If a user doesn't yet have an account, they can click Create Account and follow the prompts.
B) How to unassign seats
Step 1: Log In to the Account Center
Visit lucensoftware.com and log in using your Workspace Admin or Billing Owner credentials. In the left navigation, go to Admin > Subscriptions and select the subscription you want to manage.
Step 2: Unassign a User
Go to the Seats tab. Find the user you want to remove and click Unassign.
You will be asked to confirm. Confirm to continue.
The user will receive a notification that their seat has been removed and their account has reverted to the Free plan. You can then assign the freed seat to another user from the same page.
C) How bulk import works
Use the CSV import option in the Seats tab to assign seats to multiple users at once. The system automatically validates the list, removes duplicates, and assigns seats up to the number available in your subscription.
Step 1: Prepare Your CSV File
Use the Timeline CSV upload template or format your file with the following columns in this order:
- first name
- last name
Include a header row matching those column names. You can download the template from the import dialog.
Step 2: Upload Your CSV File
In the Seats tab, click CSV import and select your file.
The Assign users via CSV dialog will appear, showing a numbered preview of the users to be assigned. Before confirming, the system automatically:
- Validates each email format
- Removes duplicates
- Selects emails only up to your available seat count
If any email cannot be imported (invalid or duplicate), it is excluded automatically.
Step 3: Confirm and Assign
Review the user list. Check I confirm, then click Assign users to finalize the bulk assignment.
Each user included in the import will:
- Receive an invite email with instructions for signing in
- Appear immediately in your subscription as an Assigned User
D) How to share an invite link
Instead of adding users one at a time, you can share an invite link that lets people claim a seat themselves. Only the Workspace Admin can create and share the invite link.
Step 1: Open the Seats tab
In the Account Center, go to Admin > Subscriptions and select the subscription. Open the Seats tab.
Step 2: Generate the invite link
In the Add users row, click Generate invite link. To limit who can claim a seat, enter a domain under Restrict to domain (optional), for example @acme.com. Click Generate invite link.
Step 3: Share the link
Click Copy link and share it with your team. Anyone with the link can claim an available seat. If you set a domain restriction, only people with an email at that domain can claim one.
Step 4: Users claim a seat
When someone opens the link, they claim a seat and log in through the Timeline add-in. New users appear in the Seats tab.
Step 5: Manage or revoke the link
To replace the link, click New link, this creates a new link and deactivates the previous one. To turn off access completely, click Revoke. After a link is revoked or replaced, anyone using the old link sees a message that they cannot claim a seat.
A few things to know:
- The link stays active until you revoke it or create a new one. There is no time-based expiry.
- If the link is revoked, invalid, or expired, the person sees a message that they cannot claim the seat.
- Seats can be claimed even when all seats are already assigned. The subscription then moves into an over-assigned state.