Odoo 20 offers the Light User access role for employees with limited system usage needs. Learn what options it provides, which employees it may be suitable for, and what to consider when evaluating the implementation of the new licensing model in the company.
Odoo 20 Light User license: what does the new licensing model mean for businesses?
Do all employees of the company need full access to the ERP system? Odoo 20 introduces a new user role - Light User, designed for employees with limited access needs. At the same time, the new licensing model changes how employees are counted, so it is important for companies to understand not only the new opportunities but also their potential impact on overall ERP costs.
For companies that already use Odoo or plan to implement this ERP solution, it is worth evaluating how employees use the system on a daily basis, what functions they need, and how the new licensing model will affect the company's workflows.
What is the Odoo 20 Light User license?
Odoo is an integrated enterprise resource planning (ERP) system that allows managing various company processes on a single platform, such as sales, accounting, warehouse, human resources, projects, and manufacturing.
Odoo 20 offers three internal user access roles - User, Administrator, and Light. Each of them has a different level of access and capabilities when working with the system.
Light User is a user role with limited access to certain Odoo functions. It is intended for employees who do not need full access to all ERP system applications and business processes.
According to the Odoo 20 documentation, a Light User with assigned access to the system can:
manage personal and employee-related information;
submit vacation and expense requests;
use the Planning application and work sheets;
participate in Point of Sale (POS) sessions as an employee;
read articles available in the Knowledge application;
perform warehouse operations using barcode scanning.
Light User is not intended for working with basic business applications such as Sales, Purchases, Projects, and Accounting, as well as with additional features that require standard or customized user access.
If a user is granted permissions that exceed the access allowed for Light User, Odoo may automatically upgrade their role to User. Therefore, when choosing licenses, it is important to consider not only the employee's position but also the specific job tasks and necessary system functions.
Which employees may be suitable for Light User?
Not every employee needs to use all the functions of the company's ERP system on a daily basis. Some employees only need the ability to perform specific tasks or access certain information.
Depending on the company's work processes, Light User may be suitable for several groups of employees.
For warehouse employees: Employees who perform warehouse operations with barcode scanning and do not require full access to warehouse management functions.
For employees who use self-service HR functions: Employees who need to submit leave or expense requests and manage work-related personal information.
For employees who use planning functions: Employees who need access to the Planning application or work sheets to carry out their daily tasks.
For on-site service employees: Employees who use certain POS functions and participate in cash sessions as employees.
These examples do not mean that every employee in a specific group automatically qualifies for the Light User role. Access options depend on actual job responsibilities, required functionalities, and Odoo configuration.
How does Odoo 20 Light User affect company costs?
The new licensing model is significant not only in terms of the functions available to employees but also in the context of the company's overall ERP costs.
However, it is important to emphasize that the implementation of Light User licenses does not always mean a reduction in costs. The impact on the budget depends on the number of employees in the company, user roles, active employee records, and subscription terms.
In the Odoo 20 licensing model, the tracking of Light Users is not limited to employees who have been granted login access to the system. According to the terms of the Odoo Enterprise subscription, the Light User category may also include an active employee record in the HR application that is not associated with an active user account that is not a portal account.
This means that an employee record without separate login access can also affect license tracking and costs.
For companies with a large number of employees, this aspect is particularly important. For example, if Odoo is used for centralized storage of personnel information, it is necessary to evaluate not only the employees who are actively working in the system but also how all active employee records are accounted for in the specific subscription.
To make an informed decision, companies are advised to:
Review the user structure - determine which employees need full access and which only require limited functionalities.
Evaluate employee records - check what active records are maintained in Odoo and how they affect licensing.
Check subscription terms - determine how the new licensing model relates to the company's current Odoo solution.
Calculate the potential financial impact - assess the total costs before transitioning, rather than assuming that limited access automatically means lower costs.
Thus, the company can evaluate not only the Light User functionality but also whether the new model fits its business needs and budget.
What should companies consider when choosing Odoo 20?
To utilize Odoo 20 Light User functionality, the company must assess the current system version, technical configuration, and subscription terms.
1. Evaluation of the existing Odoo version
Light User functionality is available in software versions where it is supported. If the company is using a previous Odoo version, it must evaluate the possibility of transitioning to Odoo 20 and clarify the relevant licensing terms before using the new role.
2. Transition options between Odoo versions
Transitioning to a newer Odoo version is a separate technical process that may involve database upgrades, compatibility checks for custom modules, and integration testing.
The transition process depends on the current Odoo version, the hosting solution used - Odoo Online, Odoo.sh, or a self-hosted environment - and the customizations made in the system.
Upgrading is not automatically required for every company just because a new license is available. However, companies that want to specifically utilize Odoo 20 Light User functionality must evaluate transition options and the associated costs.
3. Review of user access rights and workflows
Before choosing the license roles, it is necessary to determine what functions each employee needs for their daily work. If an employee needs to work with sales, purchasing, project, or accounting functions, the Light User access level may not be sufficient.
4. Licensing Condition Check
It should be checked how the number of Light Users and standard users is counted in the specific Odoo Enterprise subscription and what conditions apply to active employee records.
This is especially important for companies that use the Odoo HR application and maintain a large employee database.
5. Transition Planning and Testing
If the company plans to transition to Odoo 20, it is advisable to create an upgrade plan and test the system's performance in a testing environment. Special attention should be paid to data accuracy, customized modules, integrations, and key business processes.
Timely preparation helps reduce technical risks and ensures that the capabilities of the new version meet the company's needs.
Is Odoo 20 suitable for your company?
Odoo 20 Light User is a new opportunity to review employee access levels and evaluate how the ERP system is used in the company. However, to determine whether the new licensing model is suitable, both the required functionality and the tracking of employee records, as well as the transition and subscription conditions, must be considered.
If your company is already using Odoo, it is worth evaluating the current system version, user structure, and the ability to utilize new features. For companies that are just planning to implement an ERP solution, this is a suitable time to initially choose a system configuration and licensing model that meets business needs.
Do you want to find out what Odoo 20 can offer your company? Contact Midis team to discuss your company's needs and evaluate the most suitable Odoo solution.