Licenses — User Guide

Module: Fixed Equipment
Audience: IT administrators, software asset managers, procurement staff
Version: 1.0.0
Last updated: 2026-07-22

Overview

Licenses is where you register software entitlements — Microsoft 365, Adobe Creative Cloud, antivirus seats, and other keyed products. Each license has a product key, vendor details, expiration dates, and a seat count. Seats are individual assignments you can check out to a staff member or link to a physical asset (for example, a laptop running that software).

Use the Seat tab on a license to manage who holds each seat. The main list gives a quick overview of total vs available seats and supports fast check-out when you do not need per-seat control.

Prerequisites

Setup before adding licenses:

1. Settings → Categories — create at least one category with type License.
2. Settings → Manufacturers — software vendor list (required on create).
3. Settings → Suppliers — optional purchase vendor.
4. Settings → Depreciations — optional if you track license value over time.

Step-by-step: View and filter licenses

1. Go to Fixed Equipment → Licenses.
2. Use the Manufacturer filter to narrow the list.
3. Review columns: software name, product key, expiration, licensed-to contact, seat totals, and available seats.

Expected result: Active licenses with seat availability at a glance.

Step-by-step: Add a license

1. On the Licenses page, click Add.
2. Complete the form:
   • Software name (required)
   • Category (required — license-type category)
   • Product key
   • Seats (required — number of entitlements)
   • Manufacturer (required)
   • Licensed to name / Licensed to email — registration contact on the vendor portal
   • Reassignable — mark if seats can move between users (informational)
   • Supplier, Order number, Purchase order number
   • Purchase cost, Purchase date
   • Expiration date, Termination date
   • Depreciation profile (optional)
   • Maintained, For sell (commerce flag)
   • Notes
3. Click Submit.

Expected result: License appears in the list. Seat rows are created automatically (Seat 1, Seat 2, …). Available seats match the count you entered.

Step-by-step: Edit a license

1. In the list, open the row menu and click Edit.
2. Update fields. To reduce seats, you can only remove seats that are not currently checked out.
3. Click Submit.

Tip: If you see an error that a seat is checked out, open the license detail Seat tab and check in seats first.

Step-by-step: Open license details

1. In the list, click View on a row.
2. Use the tabs:
   • Details — manufacturer support links, product key, purchase and expiration info, seat count
   • Seat — per-seat assignments with check-out/check-in actions
   • History — audit log of check-out and check-in events
   • Files — upload contracts, invoices, or license certificates

Step-by-step: Check out a seat (recommended)

Use the Seat tab when you need to control exactly which seat is assigned.

1. Open the license and go to the Seat tab.
2. On an available seat row, click Check-out.
3. Choose Check out to:
   • Staff — assign to an employee
   • Asset — link the seat to a physical asset record
4. Add Notes if needed.
5. Click Check-out.

Expected result: The seat shows the assignee. Available seat count decreases on the main list.

Step-by-step: Check in a seat

1. On the Seat tab, click Check-in on a checked-out seat.
2. Add optional Notes.
3. Click Check-in.

Expected result: The seat becomes available again.

Step-by-step: Quick check-out from the list

For a fast assignment when any available seat will do:

1. On the Licenses list, click Check-out on the license row.
2. Choose Staff or Asset and complete the modal.
3. Click Check-out.

The system assigns the most recently available seat automatically. For precise control, use the Seat tab instead.

Step-by-step: Bulk upload

1. On the Licenses page, click Bulk upload.
2. Download the template and fill in license rows (software name, product key, seats, category ID, manufacturer ID, and other columns as needed).
3. Upload the spreadsheet and confirm import.

Use bulk upload when onboarding many licenses at once. Ensure category and manufacturer IDs exist in Settings before importing.

Step-by-step: Attach files

1. Open a license detail page and go to the Files tab.
2. Click Upload file and select a document (PDF, image, spreadsheet, etc.).
3. Use Preview or Download on uploaded files. Delete with the remove icon if needed.

Licenses on an asset

When a license seat is checked out to an asset, it appears on that asset's Licenses tab (Fixed Equipment → Assets → View → Licenses). You can check in the seat from there without opening the license detail page.

Field reference

Common issues

Related features

• Assets — physical equipment; license seats can link to assets
• Depreciations — value tracking when a depreciation profile is assigned
• Settings → Categories — license-type categories
• Inventory — warehouse quantity column when warehouse integration is active