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Digital License Management

Manage your software license portfolio with visibility into seat utilization, renewal schedules, and monthly costs.

Key Capabilities

Capability Description
License Tracking Record license details, vendor info, and terms
Seat Management Track total seats, assigned seats, and availability
Cost Monitoring View monthly and annual costs per license
Renewal Alerts Track renewal dates to avoid lapses
Assignment Tracking Link licenses to specific employees

Adding a Digital License

  1. Click Add Asset in the Assets dashboard
  2. Select Digital License
  3. Fill in license details:
  4. Name — Software name (e.g., “Microsoft 365 E3”)
  5. Vendor — Software publisher
  6. License Type — Subscription, Perpetual, Concurrent
  7. Total Seats — Number of licenses purchased
  8. Monthly Cost — Per-seat or total monthly cost
  9. Renewal Date — Next renewal date
  10. Notes — Additional information
  11. Click Save

Seat Utilization

Monitor license usage at a glance:

Microsoft 365 E3
┌─────────────────────────────────────┐
│ ████████████████░░░░░  80/100 seats │
└─────────────────────────────────────┘
Metric Description
Total Seats Licenses purchased
Assigned Seats Licenses currently in use
Available Seats Unassigned licenses
Utilization % Assigned ÷ Total × 100

Assigning Licenses

Assign software licenses to employees:

  1. Select a digital license
  2. Click Assign Seat
  3. Choose an employee
  4. Click Confirm

The assigned seat count increments and the employee appears in the license’s user list.

Reclaiming Licenses

When an employee leaves or no longer needs a license:

  1. Select the digital license
  2. Find the employee in the assigned users list
  3. Click Reclaim Seat
  4. Confirm the reclaim

The seat becomes available for reassignment.

Cost Tracking

Monthly Cost Calculation

For each license:

  • Per-Seat Pricing: Monthly Cost × Total Seats
  • Flat Pricing: Total monthly cost as entered

Portfolio Summary

The Assets dashboard shows:

Metric Description
Total Monthly Cost Sum of all license costs
Cost Per Employee Average cost per licensed employee
Upcoming Renewals Licenses renewing in the next 30 days
Underutilized Licenses Licenses with <50% seat utilization

Renewal Management

Track renewal dates to prevent service interruptions:

  1. View the Renewal Calendar in the Assets dashboard
  2. Licenses are sorted by upcoming renewal date
  3. Renewal dates within 30 days are highlighted
  4. Click a license to view details and update renewal info

Set Reminders

While 4Geeks doesn’t send renewal notifications yet, you can export license data to integrate with your calendar or reminder system.

License Types

Type Description Use Case
Subscription Recurring monthly/annual license SaaS products, cloud services
Perpetual One-time purchase, lifetime use On-premise software
Concurrent Shared pool of licenses Tools used intermittently

Bulk Operations

Bulk Import

Import multiple digital licenses via CSV:

  1. Click Import Assets
  2. Select Digital Licenses template
  3. Fill in license details
  4. Upload and confirm

Bulk Assign

Assign multiple licenses to an employee:

  1. Navigate to the employee’s profile
  2. Click Assign Licenses
  3. Select licenses to assign
  4. Confirm assignments

Reporting

Export asset data for analysis:

  1. Click Export in the Assets dashboard
  2. Choose format: CSV or Excel
  3. Select data to include:
  4. All assets
  5. Physical only
  6. Digital only
  7. Download the report

Best Practices

  1. Track all licenses — Include even free licenses for complete visibility
  2. Monitor utilization — Reclaim unused licenses to reduce costs
  3. Update renewal dates — Keep dates current to avoid surprises
  4. Document terms — Use notes for special licensing terms or restrictions
  5. Regular audits — Verify assigned licenses match actual usage

What’s Next

  • Physical Assets — Manage hardware inventory
  • FAQ — Common questions about asset management

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