This article explains how licences work in ProBackup, how to ensure full data coverage, and how to transfer a licence to another user.
Do I need a licence for every team member?
No. A single licence is sufficient to back up your team's data. You do not need to purchase a separate licence for each team member.
However, ProBackup can only back up data from users who have authorised the app. Private projects or boards belonging to other team members will not be included unless those users have also authorised ProBackup.
To ensure all data is backed up, you can either:
Invite team members – go to Settings > Users and invite users who have access to additional workspaces or projects.
Share projects with the admin account – ask your team to add the backup admin to all projects and boards.
Tip: Consider creating a dedicated account for managing backups (e.g. [email protected]) and ask your team to always invite this user to their projects and boards.
Admin vs. invited user permissions
Each licence can only be managed by a single administrator. The admin can edit all billing details, including invoices, billing information, and payment methods. Invited users can view this information but cannot make changes.
How to transfer a licence
If you need to transfer ownership of a licence to another user:
Go to Settings > Users.
If the user has not been invited yet, invite them first.
Once the user has accepted the invitation and is active, click "Transfer Licence".
Select the user from the list and confirm the transfer.
Note: The Transfer Licence button stays greyed out until the new user has accepted the invitation and appears as active in Settings > Users. Invite them first, then transfer.
When the current administrator has left
If the administrator's account or mailbox no longer exists, you cannot start the transfer yourself. Email us from an address on your company domain with the name of the account, the old administrator's address and the address that should take over. We verify the request and move the licence for you.
Removing that person in the connected app is a separate step. If the app connection was authorised under their account, it breaks when their rights are revoked, and the new administrator has to reconnect the app once the licence is theirs. See Why do I need to re-authenticate ProBackup?