Software License

The Software License module helps track and manage software licenses across the organization. It allows administrators to record license details, monitor allocation and usage, and maintain compliance by mapping licenses to software, publishers, and vendors.

How does it work

These are added manually or imported using CSV and mapped to the relevant software and publisher. The system tracks purchased and allocated permits in real time and supports scheduled usage checks to monitor thresholds. Licenses can be searched, filtered, edited, or updated in bulk to maintain accurate and compliant license records.

What you see on the screen

The page displays all available licenses in a centralized list. From the left panel, users can view licenses grouped by publisher categories, making it easier to navigate and manage licenses across different software vendors.

Software License | Basic Details

Label	Action	Description / Example
Search	Search licenses	Allows users to search licenses by license name, software, publisher, or vendor.
Filter	Apply custom filters	Filters licenses using fields such as Software, Publisher, License Type, Vendor, etc. Supported conditions include in, not in, equal to, and not equal to.
Actions	Perform bulk actions	Provides two options: Schedule License Usage: Allows users to configure scheduled notifications when software license usage exceeds a defined threshold. Example: Send an alert when license usage crosses 50%, scheduled daily at 10:28 AM, 10:30 AM, and 10:32 AM, to selected email recipients. Bulk Edit: Enables bulk updates or deletion of multiple software licenses at once by uploading a CSV file.
New License	Add or import licenses	Provides two options: Add License – Manually create a new software license. Import from CSV – Upload licenses in bulk using a CSV file.
View Only Fields
License Name	View license name	Displays the name assigned to the software license.
Publisher	View publisher	Displays the publisher associated with the software. This value is derived automatically from the selected software.
Software	View software	Shows the software to which the license is mapped.
License Type	View license type	Indicates the license type, such as Per User, Per Device, or Subscription.
License Based On	View license metric	Displays the basis for counting the license, such as users, devices, or installations.
Vendor	View vendor details	Shows the vendor from whom the license was purchased.
Purchased	View purchased quantity	Displays the total number of licenses purchased.
Allocated	View allocated quantity	Shows the number of licenses currently allocated to users or assets.
Actions
Edit	Modify license	Allows users to update license details.
Delete	Remove license	Deletes the selected software license from the system.
Bulk Edit
Delete	Click to action	Select multiple software licenses in the grid or card view to update or delete them in a single action.

Actions

The Actions button in the top panel provides options to manage software licenses in bulk.

Schedule License Usage Alerts

This option allows administrators to configure scheduled notifications when software license usage exceeds a defined threshold.

Schedule Usage Alerts | Basic Details

Label	Action	Description / Example
Threshold (%)*	Enter percentage	Defines the license usage percentage at which alerts should be triggered. Example: 50 triggers alerts when allocated licenses reach or exceed 50% of the total.
Active	Enable / Disable	Enables or disables the alert configuration without deleting it.
Schedule Mode	Select frequency	Defines how often the system checks license usage. Available options: Every, Daily, Weekly, Monthly.
At*	Set time(s)	Specifies one or more times at which the alert check should run. Multiple times can be added or removed. Example: 10:28 AM, 10:30 AM, 10:32 AM.
Add Schedule	Add a time slot	Adds time entry under the selected schedule mode. Example: Add another daily check at 11:00 AM.
Delete Schedule	Remove time slot	Removes a previously added schedule time.
Start (Optional)	Select start date and time	Defines when the alert schedule should begin. Example: 2025-01-01 10:00 AM.
Until (Optional)	Select end date and time	Defines when the alert schedule should stop running. Example: 2025-12-31 06:00 PM.
Schedule Summary	View schedule	Displays a read-only summary of the configured schedule. Example: Scheduled for every day at 10:28, 10:30, and 10:32.
To*	Select recipients, select from the drop-down column.	Specifies the email recipients who will receive the license usage alerts.
Update Schedule	Save configuration	Saves or updates the scheduled license usage alert configuration.

Once configured, the system automatically monitors license usage based on the defined schedule and sends notifications to the selected recipients whenever the usage threshold is exceeded.

Bulk Edit

This option allows administrators to update existing software licenses in bulk using a CSV file.

Using Bulk Edit, users can modify license attributes, including license count, cost, validity dates, compliance details, notification settings, and allocation information, for licenses already in the system.

Refer to Import from CSV for detailed steps on file preparation, column mapping, and validation rules.