How to Assign Google Vault Licenses

After purchasing your Google Vault licenses, you will need to assign them to any users you want to retain data for. If you purchased an edition of Google Workspace that includes Google Vault licenses, they will likely be automatically assigned to all users in your Google Workspace organization. If you purchased licenses as add-on services, you will need to assign them to one or more users before the data is retained. In this article we will outline how to assign Google Vault licenses.

Topics include

• Domain-Based Licensing
• Assigning Licenses Automatically
• Assigning Licenses Individually

Domain-Based Licensing

Depending on how your Google Workspace account is set up, you can distribute Google Vault licenses to users based on their associated domain names:

Full-Domain Licensing – All users associated with a given domain name will have licenses assigned to them.

Partial-Domain Licensing – Licenses will be assigned on an individual basis or based on organizational units.

If you have a small group of users in your workspace, it may make more sense to use full-domain licensing. If you have a large number of users, you will likely want to use partial-domain licensing so that you can decide which users have their data retained in the vault.  

Assigning Licenses Automatically

1. After logging into your Google Admin dashboard, navigate to Billing > License Settings.
2. Next, click Google Vault.
3. Click the drop-down arrow and select On.
4. Once done, click Save.

Assigning Licenses Individually

1. After logging into your Google Admin dashboard, navigate to Billing > Manage Subscriptions.
2. Next, click Google Vault.
3. On the next screen, go to License Settings and confirm that Auto-Assign is set to Off.
4. Next, click Assign Licenses.
5. Search on the user list for the users you wish to assign licenses to and click the checkbox next to their name(s).
6. At the top of your list, click More > Assign Licenses.
7. Select Google Vault.
8. Once done, click Assign to complete the process. 

Congratulations, you now know how to assign Google Vault licenses!

Next Steps

To speed up the process of assigning licenses, consider creating organizational units to help you manage large groups of users.