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License operations
Software license tracking for renewals and compliance
Track software seats, keys, renewals, and license ownership alongside assets and vendors.
IT Assets · 1,284 tracked
MacBook Pro 14"
SN: C02XK3...
Aditi Singh
Active
Adobe Creative Cloud
42 seats · ₹4,200/mo
Design team
Active
Dell OptiPlex 7090
Warranty expires in 23d
Reception
Alert
Product proof
Already live in the product
Backed by app modules
Running in production today: software license management with seats, renewals, and ownership records.
Protected app route: /software-licenses
How it works
Built around real workflows
Highlights below describe capabilities already present in the protected app behind this page.
License inventory
Renewal and expiry visibility
Seat and owner tracking
Compliance-friendly records
Workflow
What teams can do here
Step 1
Add software licenses
Step 2
Track renewals
Step 3
Review ownership
Step 4
Use reports for budget planning
How it works
How it works
01
Record each licence
Capture the software name, vendor, licence key, type (subscription, perpetual or trial), purchase and expiry dates, cost, and the seats you own versus seats used.
02
Tie licences to hardware
Link a licence to the asset it is installed on, so you can see software and the machine it runs on together, and note who it is assigned to.
03
Let status track itself
On save, a licence is classified active, expiring soon or expired based on the days remaining to its expiry date — no manual re-tagging.
04
Get reminded before renewal
A scheduled task emails renewal reminders at 30, 15 and 7 days before expiry, and a weekly summary of expiring and expired licences goes out per organisation using that tenant’s own mail settings.
Example
A worked example
A typical 90-seat architecture studio runs 15 CAD seats at roughly ₹1.2 lakh a year, plus office suites and a render-farm licence. Each is recorded with vendor, key, cost, expiry and seats owned versus used — the CAD pool shows 15 owned, 11 in use, so the next renewal drops four seats. As the render licence approaches expiry its status flips to “expiring soon” automatically, reminder emails go out at 30, 15 and 7 days through the studio’s own mail settings, and the weekly summary lists it alongside everything else lapsing that quarter — a renewal calendar that maintains itself.
FAQ
Frequently asked questions
How does a licence know it is about to expire?
Every time a licence is saved, the system reads its expiry date and sets the status to expired, expiring soon (within the reminder window) or active automatically, so the list always reflects reality.
Will someone actually be notified, or is it just a status?
Both. Beyond the status flag, a scheduled task sends renewal reminder emails at 30, 15 and 7 days before expiry for licences that have reminders enabled, plus a weekly summary of expiring and expired licences.
Do renewal emails come from our own mail server?
The weekly expiry summary is sent per organisation using that tenant’s configured mail settings, so notifications come from your own environment rather than a shared sender.
Can I tell whether a licence is over-deployed?
Each licence stores the number of seats owned and the number of seats used, so you can compare entitlements against deployment and spot both over-use and idle seats.
Can a licence be tied to the machine it runs on?
Yes. A licence can reference the hardware asset it is installed on, so licence records sit alongside the assets and vendors they belong to rather than in isolation.
Are perpetual licences supported, not just subscriptions?
Yes. A licence can be typed as subscription, perpetual or trial, so one-off perpetual purchases are tracked with the same fields as recurring subscriptions.
Can installed software be matched against what we own?
With the RMM module’s agent inventory, applications reported from endpoints can be linked to licence records, so entitlement and actual deployment stop living in separate lists.
Seats owned versus used, self-updating expiry status and 30/15/7-day reminders from your own mail settings keep every renewal a decision, not a surprise.