SAP Knowledge Base Article - Public

2088188 - SAP SuccessFactors License Utilization


  • How to run a report for Usage Measurement
  • You are over your license limit and need to purchase more seats
  • Need to delete seats no longer being used
  • Trying to import users show one of the following errors:
    • Exceeded the number of users
    • You added the maximum number of users licensed to your account
    • User License Limit is exceeded


SAP SuccessFactors HXM Suite


Every customer has a subscription level for licences (seats). Once customer exceeds license threshold, they will be notified and the SuccessFactors system will show up those errors when they try to import new users.


To resolve this issue, you have two options: 

  • Set some users as 'inactive'

Remove inactive users and clean up data to free up licenses. See more details on SAP Help Guide SAP SuccessFactors License Compliance Module Details

  • Engage your SAP Partner or create a case under LOD-SF-PLT-PRV to analyze the configuration from Provisioning

Partners and Customer Success should analyze the configurations that are placed in Provisioning > Company Settings > User License Enforcement Options. There are three options:

    • Display maximum users alert, no enforcement - recommended;
    • No maximum users alert, no enforcement;
    • Enforce license maximum and display alert;

If customer is using Enforce license maximum and display alert option, that is why they are not able to add new users in manage user/employee import.

You can follow the steps to avoid enforcement outlined on KBA 3081628.

Note: For purchasing more licenses, reach out to your Account Executive or Customer Engagement Executive. If you do not know who is your AE or CEE, please follow the KBA 2626344.

In addition, with the License Utilization Information Application (LUI) you can find a comprehensive overview of SAP license entitlements and SAP software usage. Please check License Utilization Information for details on how to have access to the LUI application.

For the information sheets with guidance on user definitions and the steps customers can take to review usage within their SuccessFactors system, make sure to check the "Human Resources" at Cloud (SaaS) Application Usage & SAP Cloud Platform Services page.

On the top of the screen, select "SuccessFactors (HXM)". You will find the available links that take you to the product's usage definition PDF file. On those PDFs, you will have an option from the Table of Contents called "Steps to Review Usage in System". There you will see the available and supported ways of generating a report for Usage Measurement.

See Also

3081628 - Employee Import Error - Failed to add/update user XXXXX: User License Limit is exceeded

2626344 - Who is the SAP Account Manager for my company?

SAP SuccessFactors License Compliance Module Details

License Utilization Information

Cloud (SaaS) Application Usage & SAP Cloud Platform Services


licenses, warning, license count, seats, license seats, LUI, utilization, application usage, usage, user managament, No maximum users alert , KBA , LOD-SF-PLT , Platform Foundational Capabilities , How To


SAP SuccessFactors HXM Suite all versions