# User-based license types and site roles

*Tableau Server Administrator Study Guide · Preparation · Last updated November 13, 2026 · https://www.certifyforce.com/study-guide/tableau-server-administrator/preparation/user-based-license-types-and-site-roles*

How role-based (user-based) licensing works on Tableau Server: what Creator, Explorer and Viewer licenses allow, which site roles each license supports, how one license is counted across sites, and when users become Unlicensed.

- Certification: Salesforce Tableau Server Administrator
- Exam section: Preparation
- Study guide: https://www.certifyforce.com/study-guide/tableau-server-administrator

**Official exam objective:**

> 1.6 Licensing: 1.6.1 Understand user-based licensing: 1.6.1.1 Describe the different license types, 1.6.1.2 Describe how license types map to site roles.

## What the exam expects

- Describe the Creator, Explorer and Viewer license types and what each adds to the one below it.
- Map every site role to the license it uses, including Server Administrator, the two site administrator roles and Explorer (can publish).
- Work out which license a user consumes on a multi-site server from their site roles.
- Explain when a user becomes Unlicensed and what that user can still do.
- Separate what a license allows from what a site role and content permissions allow.

Key terms:
- **Role-based (user-based) licensing:** every user who accesses Tableau Server must be licensed and assigned a role.
- **License type:** Creator, Explorer or Viewer, the paid entitlement attached to the user.
- **Site role:** the maximum level of access a user can have on one site.
- **Unlicensed:** a site role whose users cannot sign in.
- **Permission capability:** an action, such as Save or Connect, granted on a specific content asset.

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Creator-license site roles | Server Administrator, Site Administrator Creator, Creator | [Permissions, Site Roles, and Licenses](https://help.tableau.com/current/server/en-us/permission_license_siterole.htm) |
| Explorer-license site roles | Site Administrator Explorer, Explorer (can publish), Explorer | [Permissions, Site Roles, and Licenses](https://help.tableau.com/current/server/en-us/permission_license_siterole.htm) |
| Multi-site counting | One license per server; highest site role sets its level | [Permissions, Site Roles, and Licenses](https://help.tableau.com/current/server/en-us/permission_license_siterole.htm) |
| Creator-only on Server | New data source from external data; publish new data connections | [License Models and Product Keys](https://help.tableau.com/current/server/en-us/license_product_keys.htm) |
| Site Administrator Explorer | Full site and user configuration; no external data or virtual connections on the web | [Set Users’ Site Roles](https://help.tableau.com/current/server/en-us/users_site_roles.htm) |
| Server Administrator license | Highest activated license between Creator and Explorer | [Set Users’ Site Roles](https://help.tableau.com/current/server/en-us/users_site_roles.htm) |
| Removing a content owner | User becomes Unlicensed and keeps ownership | [Set Users’ Site Roles](https://help.tableau.com/current/server/en-us/users_site_roles.htm) |
| Unlicensed sign-in | Unlicensed users can't sign in | [Set Users’ Site Roles](https://help.tableau.com/current/server/en-us/users_site_roles.htm) |
| Newly added licenses | Available to all users after a Tableau Server restart | [Troubleshoot Licensing](https://help.tableau.com/current/server/en-us/unlicensed.htm) |
| TSM administrator accounts | Don't require licenses | [Troubleshoot Licensing](https://help.tableau.com/current/server/en-us/unlicensed.htm) |
| Reassignment order | Most recent login; Viewer, then Explorer, then Creator | [Troubleshoot Licensing](https://help.tableau.com/current/server/en-us/unlicensed.htm) |

## Check yourself

- When do role-based licenses newly added to Tableau Server become available to users?
- Why can the license count in the Server Users header differ from the count under the Max User Role filter?
- When several licenses expire at once, in what order are the affected users reassigned?
- Which `tsm licenses list` fields show how many licenses exist for each role type?

## Sources

- [Set Users’ Site Roles](https://help.tableau.com/current/server/en-us/users_site_roles.htm)
- [Permissions, Site Roles, and Licenses](https://help.tableau.com/current/server/en-us/permission_license_siterole.htm)
- [Understanding License Models and Product Keys](https://help.tableau.com/current/server/en-us/license_product_keys.htm)
- [Troubleshoot Licensing](https://help.tableau.com/current/server/en-us/unlicensed.htm)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 3 linked practice questions, and unlimited timed mock exams are included with the Tableau Server Administrator pack (USD $19): https://www.certifyforce.com/practice-exams