Manage licenses

In OrgAdmin, you can view information on the licenses your organization has purchased, for example, what type of license credit they contain (such as seats) and how much credit is still left. For seat-based licenses, you can also handle the seat reservations per license.

Your licenses are organized into one or more entitlements: containers that hold the licenses and that you also use for managing user and device client access to the licenses. You can create new entitlements or move licenses between them.

When a user or device client starts using a license, this starts a license lease in the system—a time-limited authorization for that user or device client to use the license. The lease defines how the license allows using the software application, for example, which features are allowed, and when the authorization expires.

The software application gets information about the license lease in something called a license token. This typically happens automatically in the background when the user or device client starts using the software.

OrgAdmin provides some features for manual lease management. For seat-based licenses, you can download a license token for a user or device client to start a license lease, and you can end a user’s license lease (“release” a license).

View licenses

1. In the left sidebar, go to Licenses.

   The list of your organization’s licenses opens, displaying information on each license:

   • State: The license status: Valid, Scheduled (the validity period hasn’t started yet), Expiring (the validity ends within 7 days), Expired, or Deactivated.

   • Valid from and Valid until: The validity start and end date.

   • Name: The name of the license.

   • Entitlement: The entitlement that holds the license.

   • Model: How seats in a seat-based license are handled:

     • Named: For users and device clients to be able to use the license, you need to reserve them a seat in advance.

     • Floating: Either the license seats are used from a floating pool, or the license uses named seats but no advance reservations are needed.

   • Type: The type of credit the license has: seats, use count, or use time.

   • Seat reservations: The number of seats that have been reserved from a seat-based license.

   • Seat consumption: For seat-based licenses only, the number of license seats currently in use (denoted as the first number) out of the total number of seats available in the license (denoted as the second number, or Unlimited if the license grants unlimited credits).

   • Seat reservations quota: Only for seat-based licenses that limit the number of times seats can be assigned or reserved for users, the number of reservations made (denoted as the first number) out of the total number of available reservations in the license (denoted as the second number).

   • Use count consumption: For use count-based licenses only, the amount of credit currently consumed (denoted as the first number) out of the total credit granted in the license (denoted as the second number, or Unlimited if the license grants unlimited credits).

   • Use time consumption: For use time-based licenses only, the amount of use time currently consumed (denoted as the first number) out of the total use time granted in the license (denoted as the second number, or Unlimited if the license grants unlimited credits).

   • Allowed versions: The software versions that the license allows to use.

2. To view a license’s details, click the Tools menu > View details for the license.

   A dialog opens, displaying the license’s details. You can also view the license’s current usage by clicking Usage.

Reserve license seats

With seat-based licenses, you can reserve a seat for a user or device client.

If the license uses named seats, seat reservations are mandatory: a user or device client can only use a license if they have a seat reservation. If the license uses floating seats, you can use seat reservations, for example, to make sure certain users always have access to the software application.

There may be additional restrictions when the license uses named seats:

• You may need to make seat reservations in advance. If this is not required, the system automatically reserves a seat for a user or device client the first time they use the license. Check out the Model column on the license list.

• You may not be able to release seat reservations. If the license does allow releasing seat reservations, there may be a limit to the total number of seat reservations that can be made for the license. This, in practice, limits how many times you can reassign a seat from one user or device client to another. Check the number of available seat reservations for the license in the Seat reservations quota column on the license list.

  If you need to release a seat reservation (for example, a wrong reservation was made by mistake) and this is not allowed in OrgAdmin, contact your license vendor for support.

To change seat reservations for a license:

1. In the left sidebar, go to Licenses.

2. On the license list, click the Tools menu > Usage for the license.

   A dialog opens, displaying the users and device clients that have access to the license.

3. In the RESERVED column, change the seat reservations for the license:

   • To reserve a seat from a license for a user or device client, click Reserve.

     If the license has been blocked for the user or device client, reserving a seat unblocks it.

     If the button is disabled, there are no available seats left in the license.

   • To release a seat reservation for a license, click Release.

     Note: If you release a seat reservation, you may not be able to reassign the license later if there is insufficient seat reservations quota, which limits how many times license seats can be assigned or reserved for users. This could result in the license seats being unavailable for use. In this case, OrgAdmin displays a warning when you are confirming the release of a seat reservation.

4. Click Apply, and then click Confirm to confirm.

You can also change an individual user’s seat reservations on the user list:

1. In the left sidebar, go to Users.

2. On the user list, click the Tools menu > Licenses for the user.

   A dialog opens, displaying the licenses that the user has access to.

3. In the RESERVED column, change the user’s seat reservations for licenses in the same way as above.

4. Click Save, and then click Yes to confirm.

Download a seat-based license (token)

You can download a seat-based license token for a user or device client. The license token contains a time-limited authorization (a license lease) for this user or device client to use the license.

The authorization is given for the hardware you specify: you need to know the hardware ID of the device where the software application runs and where the license token will be stored.

Downloading the license token activates the use of the license for the user or device client. You can deliver the license token to the user or device client, for example, on a USB drive. The software application must support using external license tokens, for example, by providing a feature for importing the token.

Make sure the user or device client has access to the license.

Note: Downloading a license is disabled if the license model does not define a valid offline lease duration.

To download a seat-based license token for a user or device client:

1. In the left sidebar, go to Licenses.

2. On the license list, click the Tools menu > Download license for the seat-based license.

   A dialog opens, displaying a list of users and device clients that have access to the license.

3. Enter the hardware ID of the user’s or device client’s device where the software application is running.

4. Define which version of the software the user or device client is allowed to use with this token.

5. Select the user or device client and click Continue.

6. Click Generate token.

7. Click Download to download and store the token .jwt file.

To check how long the license token (the lease) is valid, you can view the usage of the license.

You can also download multiple seat-based license tokens at a time for a user or device client:

1. In the left sidebar, go to Users or Device clients.

2. On the user or device client list, click the Tools menu > Download license for the user or device client.

   A dialog opens, displaying a list of valid seat-based licenses that the user or device client has access to.

   Download the license tokens for the licenses needed in the same way as above.

Download all licenses within an entitlement

You can download license tokens for all licenses within an entitlement.

The authorization is given for the hardware you specify: you need to know the hardware ID of the device where the software application runs and where the license token will be stored.

Make sure all licenses within the entitlement are valid. You cannot proceed if one or more licenses under the entitlement are invalid (the state is Deactivated, Expired, or Scheduled).

To download license tokens for all licenses within an entitlement:

1. In the left sidebar, go to Entitlements.

2. On the entitlement list, click the Tools menu > Download all licenses for an entitlement.

   A dialog opens, displaying a list of users and device clients that have access to the licenses.

3. Enter the hardware ID of the user’s or device client’s device where the software application is running.

4. Select the user or device client and click Continue.

5. Click Generate token.

6. Click Download to download and store the token .jwt file.

You can also download all licenses for a user or device client from a specific entitlement:

1. In the left sidebar, go to Users or Device clients.

2. On the user or device client list, click the Tools menu > Download entitlement licenses for the user or device client.

   A dialog opens, displaying a list of entitlements that the user or device client has access to.

3. Select the entitlement and click Continue.

   Generate and download the license tokens for the licenses in the same way as above.

Release licenses currently in use

When a user or a device client is using a seat-based license, the software application may release the seat already before the license lease expires, for example, if the user logs out.

You can also manually release a license seat that a user is currently using to make it available to other users or device clients. This ends the license lease in the system.

This may be needed, for example, in a situation where the user’s device is broken, and you need to release their seat so that they can start consuming the license on another device.

Note: The software application is able to continue using the license until the lease expires or the client application tries to refresh it. This means another user or device client is able to start using the same license seat at the same time.

You cannot currently release a license seat being used by a device client.

With licenses that have either use count or use time credit, releasing an active license lease doesn’t impact the license availability, and no credit is returned.

Note that releasing a license seat that’s in use is different from releasing a seat reservation. A seat reservation only means that one seat from the license is booked for a specific user or device client, and releasing the reservation doesn’t affect an ongoing license lease in any way.

To release a license seat currently in use:

1. In the left sidebar, go to Licenses.

2. On the license list, click the Tools menu > Usage for the license.

   In the dialog that opens, the IN USE column shows which users (or device clients) are currently using the license.

3. To release the seat usage for a user, click the trash can icon in the IN USE column.

4. Click Apply, and then click Confirm to confirm.

You can also release seats for a user from the user list:

1. In the left sidebar, go to Users.

2. On the user list, click the Tools menu > Licenses for the user.

   A dialog opens, displaying a list of all your licenses.

3. To release the user’s seat usage for a license, click the trash can icon in the IN USE column.

4. Click Save, and then click Yes to confirm.