A user is defined as one personalized email address (for example, name@yourcompany.com) whose cloud account is synced, backed up, or migrated. Even if this user uses multiple cloud apps (Dropbox, Salesforce, etc.), we still count it as one user. In the case of Google Team Drives, Dropbox Team Folder, Microsoft 365 Document Libraries, and Box Team Folder, each active user in that team folder/drive is considered as one user. In the case of Egnyte, one active Power User is equal to one cloudHQ user.
So, for example, if you have OneDrive (cloudhqtester@gmail.com), Dropbox (cloudhqtester@gmail.com), or Google Drive (cloudhqtester@gmail.com), and you sync or back up these cloud apps, that will be counted as one user/ license.
One user is:
OneDrive (cloudhqtester@gmail.com) ↔ Google Drive (cloudhqtester@gmail.com)
Google Drive (cloudhqtester@gmail.com) → Dropbox (cloudhqtester@gmail.com)
In other words, you can think that we are counting users the same way as Google Workspace, Dropbox Business, Microsoft 365, or Egnyte count users.
Understanding licensing when doing backup of Google Team Drives, Dropbox Team folders, Microsoft 365 Document Libraries, and Box Team folders
In the case of backup, migration or sync of Google Team Drives, Dropbox Team folders, Microsoft 365 Document Libraries, and Box Team folders, each file or folder owner in that team folder/drive is considered one user.
So cloudHQ user is a user who:
- is owner a of file
- is from the same domain
In short, each individual who creates a file or folder in a specific shared/team folder and belongs to the same domain is counted as one user.
For instance, backing up a Google Drive Shared Drive with files created by 10 different Google Workspace users would count as 10 users.
So in the majority of cases, the number of users will be the number of company employees who utilize the folder you intend to backup, sync, or migrate.
How licensing is counted:
- During the initial tree walk (the first time cloudHQ scans your environment), your cloudHQ account will automatically detect all unique file creators whose data is being backed up, synced, or migrated.
- Your cloudHQ account is then updated with the number of required licenses based on these unique file creators.
- For example: if you have Box team folders with files from 10 different users, that backup would require 10 cloudHQ user licenses, regardless of your admin access.
Understanding Egnyte licensing
To sync or backup Egnyte with cloudHQ, the active Business plan is required. When you integrate Egnyte with cloudHQ, each active Power User is considered as one user for cloudHQ’s license. Irrespective of whether you are syncing or backing up any folder, you need a license for each active Power User. Therefore, even if you only synchronize the main Shared Folder, the number of active Power Users in Egnyte you have determines your license count. For a deeper understanding of the Egnyte directory structure, refer to Understanding Egnyte Private and Shared Folders.
For example, if you have 9 active out of 25 Power Users, you need 9 cloudHQ licenses.