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Tracking software licenses and serial keys

How to record product keys for installed and perpetual software, assign seats to people and devices, reclaim seats, and get reminders before a license expires. For software/IT owners and admins.

Before You Begin

When to Use Licenses

Use the Licenses tab for software you buy and install rather than subscribe to in the cloud — for example design tools or database utilities where you hold product/serial keys and assign them to specific people or machines.

Step-by-Step Instructions

Step 1: Open the Licenses tab

  1. Open the application.
  2. Click the Licenses tab.

At the top you can set the application's Deployment Model — Cloud, On-Premise, or Hybrid. Below that is a card for each license.

Step 2: Add a license

  1. Click Add License.
  2. Fill in the form:
    • Product Key — the serial/product key (it's masked on the card after saving).
    • Licensed To and Vendor Name.
    • License Type — Perpetual, Subscription, or Trial.
    • License Status — for example Active.
    • Seats Total — how many seats this license includes.
    • Version, Cost (in your workspace currency), Initial Purchase Date.
    • Expiry Date and Maintenance Expiry Date.
    • PO / Order Number and Notes.
  3. Click Save.

Each license card shows the masked product key, type, seats used/total, version, purchase date, PO number, cost, expiry, and maintenance expiry, with a status badge.

Note: When you set an Expiry Date on an expiring license, Expiration Reminder automatically creates a renewal reminder. Perpetual licenses with no expiry don't generate one.

Step 3: Assign seats

  1. On a license card, click Manage Seats.
  2. Click Assign Seat.
  3. Fill in the seat:
    • Assignee — pick a contact, or
    • Assignee name and/or Device name for someone or something not in your contacts.
    • Seat serial key (optional) — a per-seat key, if your license uses them.
    • Activated date.
  4. Click Assign Seat.

The seat appears in the assignment table with the assignee, seat serial key, and activated date. The card's seats-used count goes up.

Note: You can't assign more seats than Seats Total. If a license is fully assigned, free a seat first (reclaim one) or raise the total.

Step 4: Reclaim a seat

  1. On a license card, click Manage Seats.
  2. Find the seat and click Reclaim, then confirm.

The seat is freed (its used count drops) but the row is kept for history with a reclaimed date.

Step 5: Handle seats held by people who left

If a seat is assigned to a contact who has been offboarded (archived), the assignment shows a red Contact terminated — reclaim badge. Reclaim the seat so it's available again.

Step 6: Edit or remove a license

  • Click the pencil icon on a license card to edit it.
  • Click the trash icon to delete it (you'll confirm). Deleting clears its reminder.
Tips & Best Practices
  • Set the Deployment Model so it's clear whether the application is cloud, installed, or hybrid.
  • Record the Maintenance Expiry Date separately from the license expiry so you're reminded about support/upgrade entitlements too.
  • Review Contact terminated — reclaim badges after offboarding so paid seats don't sit idle.
Troubleshooting
  • Issue: I don't see the Licenses tab. Solution: You need license view permission. Ask an admin to update your role.
  • Issue: "Seat over-allocated" when I try to assign. Solution: The license is fully assigned. Reclaim a seat or increase Seats Total.
  • Issue: I didn't get a license-expiry reminder. Solution: Perpetual licenses don't expire. For others, confirm the Expiry Date is set and the license isn't revoked.
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