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userslicensing
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João Ribeiro

Hello,

I would like to clarify the licensing implications of activating and setting a password for the __system__ user in Odoo.

In my case, I manage multiple Odoo instances for my clients, and I would like to use the __system__ user as a technical access account. The idea is to avoid asking my clients for their passwords whenever I need to make modifications or provide support. Instead, I would log in with the __system__ user, which would be pre-configured with the necessary permissions.

My question is:

  • If I activate the __system__ user and set a password, will it count as a billable user in Odoo's licensing model?
  • Is this approach compliant with Odoo’s licensing terms, or would it be considered an additional user?

I appreciate any clarification on this topic.

Thank you!

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Chris Dominiak (Intero Technologies GmbH)
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Hi João,

yes, as soon as you activate the user, it counts as an additional licence and would therefore also incur monthly costs.

However, there is a way to avoid this issue and register as an inactive _system_user; however, this requires a basic adjustment per Odoo instance and should be taken into account directly when setting up new instances if you want to save yourself separate manual effort later.

Odoo has its own function for logging in as an administrator in the system as a SuperUser - the _system_user is then accessed here, even if it is actually archived. In the browser, you can switch to SuperUser mode as a logged-in admin either via ‘[domain_name]/web/become in the URL or via the developer mode and then the beetle that appears at the top - as you can then see, your account becomes the _system_user or OdooBot user.

So that it is not necessary to log in to the system as an administrator beforehand, the function for /web/become must be overwritten (I can provide code if required). In the function, a login as administrator is then executed and /web/become is called directly, so that you immediately log in as _system_user when connecting.

A password for the _system_user is then not necessary - but you can set a password on the system side as with an htaccess (independent of the password in Odoo - this is not used).


Note: if you log in as _system_user, you still do not have all rights and functions in the system, even if this appears to be the case at first - for example, you cannot open a Point of Sales session as _system_user, as this requires an active user in the system. This should at least be taken into account in the support section, as not everything is possible after all


Regards,
Chris Dominiak (Intero Technologies GmbH)

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João Ribeiro
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Hi Chris,

Thank you for your detailed explanation regarding the __system__ user and the licensing implications. I really appreciate the insights!

Your suggestion of using /web/become to switch to SuperUser mode without requiring an active __system__ user is very useful. However, I would like to explore another possibility:

Would it be possible to create a new inactive user (instead of using __system__) that I could log into without it being counted as a licensed user? Essentially, I’m looking for a way to have a technical/support user that:

Remains inactive (so it does not consume a license)

Can be logged into when needed, similar to the /web/become method

Does not require me to ask clients for their passwords

Retains all necessary permissions for debugging and making changes

Do you know if there’s a way to achieve this, perhaps by modifying the login process or utilizing a different mechanism?

Thanks again for your help!

Best regards,
João

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Ray Carnes (ray)
Best Answer

You can't actually activate the __system__ User.

Any active Internal User counts towards the total Users licensed for the Subscription (is billable).

If Odoo.sh is an option, you can host your client's databases there and impersonate any User.

If you are an Odoo Accounting Partner and a client invites you to their Odoo Online database, the User they create for you will NOT count (is NOT billable). See https://www.odoo.com/accounting-firms/register

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