A company’s Rhino licences should remain under the company’s control as colleagues join, change roles or leave. A company-controlled administration email provides a consistent point of contact, while Rhino Accounts and Teams allow staff to use their own sign-in details.

The distinction is simple: the business administers its licences, and colleagues receive access to use them. Keeping those responsibilities separate makes staff changes easier to manage.

Company Administration and Individual Accounts

An employee’s account identifies that person. A company’s administration arrangements provide continuity for the software the business owns. When all licence administration depends on one employee’s mailbox, future access also depends on that account remaining available.

A company-controlled address gives authorised administrators a longer-term point of contact. Documented recovery arrangements support that continuity when IT responsibilities change. The email address is part of administration, rather than a substitute for purchase and ownership records.

Teams Separate Licence Management from Staff Access

A Cloud Zoo Team brings eligible licences and authorised users together. The organisation manages the pool, while colleagues join using their own Rhino Accounts. Membership can change as the team changes, with the licences remaining under organisational administration.

This gives the company a clearer distinction between the software it manages and the people currently using it. It also avoids treating every staff change as a reason to move licences between individual accounts.

Our Rhino Accounts and Cloud Zoo article explains the relationship between accounts, Teams and available licence capacity.

Membership and Simultaneous Use

Permission to join a Team and an available licence are separate requirements. Team membership identifies who can use the shared pool; the licences determine how many people can use Rhino simultaneously.

That distinction matters when new colleagues join a practice. A larger membership provides access to more authorised people, while enough licence capacity supports their overlapping work. The floating-licence article explains shared capacity in more detail.

Staff Changes and Domain-Linked Teams

Ordinary invitations and domain-linked membership work differently. Domain linking connects Team access with the organisation’s sign-in configuration, so membership can depend on more than an administrator’s invitation list.

With a domain-linked Team, someone removed from membership may be able to rejoin through a later sign-in. The organisation’s domain and sign-in controls therefore form part of managing that person’s access. Active licence sessions are a separate consideration from membership changes.

Existing Licences and Company Records

A licence already associated with an employee’s account has an existing registration and management history. Moving its administration can involve access to that account and confirmation of the relevant licence details.

Purchase records, licence information and the identity of the administering account serve different purposes. Together, they give the business a clear record of what it owns and where access is managed. For licences purchased through CADWAX, our team can help with enquiries about those records and the appropriate support route.

Continuity as the Practice Grows

Clear administration benefits a small studio as much as a larger practice. The company retains its licence records and recovery arrangements, while individual colleagues have identifiable access to the tools they need.

The Rhino licensing guide explains Cloud Zoo, LAN Zoo and single-computer activation. The licensing and accounts hub collects the related articles.