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When a new starter needs a licence with no free seat, User Onboarding can buy one at your distributor.

Licences and distributors: choose your distributor, map a client and its licences, and turn on auto-buy (1:27).

General settings

Go to Settings > General, change a setting and click Save changes. Default Microsoft connection and Default PSA come from the Microsoft and PSA setups; clearing either stops the workflows that use it.
The General settings card with Default Microsoft connection set to GDAP (Partner Center), Default PSA set to Halo PSA, Default distributor set to TD Synnex Stellr, the Auto-buy seats for all clients by default switch turned on, and a Save changes button.

Buy seats automatically

1

Connect your distributor

In Integrations, set up Pax8, Sherweb or TD SYNNEX StreamOne Stellr, then choose it as Default distributor in Settings > General.
2

Link each client

Open the client on Clients and click Map next to your distributor under Integrations.
The Integrations section of a client panel listing Halo PSA, Mapped to Acme Corp, with an Edit mapping button, and TD Synnex Stellr, Not mapped, with a Map button.
3

Pick its customer record

Core suggests the closest name. Click Save mapping. For many clients at once, use the Client mapping card on the distributor’s integration page.
The Map Acme Corp dialog: Pick the matching record in TD Synnex Stellr so workflows resolve this client correctly, with Acme Corp selected, a Reload list link, and Cancel and Save mapping buttons.
4

Map licences and turn on auto-buy

Close the panel and open the client again, so Distributor licenses loads its subscriptions. Check the subscription Core picked for each licence, set Auto-buy seats and click Save changes. Not mapped — won’t auto-buy means pick a subscription; Client not linked means do the previous step.
The Distributor licenses section of a client panel with Auto-buy seats set to Use org default (On). Microsoft 365 Business Premium and Microsoft 365 Business Standard are Auto-buy ready and Exchange Online (Plan 1) is Mapped — save to enable, each with a TD Synnex Stellr subscription picked, above a Save changes button.
The same Distributor licenses card is on User Onboarding’s Execution config when you choose a client. Only licences marked Auto-buy ready buy seats. The request’s summary says Will buy 1 seat of licence at distributor; after any approval, Top Up Licence Seats adds one seat, waits up to 10 minutes for Microsoft 365 to show it, then Core assigns the licence. A failed purchase never stops onboarding, and with Log actions to the ticket on, the ticket says what happened. Seats on annual subscriptions can’t be reduced until renewal.

Troubleshooting

Check the licence shows Auto-buy ready and Auto-buy seats is On (or Use org default (On)), then submit again.
Assign the licence once the seat appears.
Fix the reason given, then assign the licence by hand once a seat is free.
Check the subscription in your distributor’s portal before buying another seat.
Any client without its own setting may then have a seat added on its next onboarding. Set Auto-buy seats to Off on clients you want to exclude.