Zecurit’s Software License Management module enables IT teams and procurement administrators to seamlessly manage, track and monitor all software licenses across the organization. This helps ensure compliance, optimize usage and avoid overspending or penalties due to expired or over-licensed software.
Key Features
- Centralized view of all licenses
- Track compliance status (In-compliance, Over-licensed, Under-licensed, Expired)
- Associate licenses to devices or users
- Upload license files, invoices, and purchase orders
- Set up automated expiry and renewal notifications
Adding a New License
To add a new software license, navigate to the License Management section and click Add License. Fill out the following sections:
1. License Details
| Field | Description |
|---|---|
| License Name (Mandatory) | Enter a recognizable name (e.g., Microsoft Office 365). |
| Description (Optional) | Add an internal note or description (e.g., Enterprise edition for HR and Finance). |
| License Type (Mandatory) | Choose from types such as Perpetual, Subscription, Device-based, User-based, etc. |
| License Edition (Optional) | Select or create editions like Pro, Standard, Enterprise. |
| Version Covered (Optional) | Mention covered software versions (e.g., v2021, 2023). |
| Vendor (Mandatory) | Name of the software vendor (e.g., Microsoft, Adobe). |
2. Purchase Information
| Field | Description |
|---|---|
| Reseller (Optional) | Mention third-party vendor/reseller (e.g., ABC Software Solutions). |
| Purchase Date | When the license was bought. |
| Purchase Order Number | Internal or vendor-specific PO number. |
| Purchase Cost | Total cost of the license. |
| Currency | Currency used for purchase (e.g., USD, INR). |
| Number of Licenses Purchased | Total seats or instances acquired. |
3. License Validity & Duration
| Field | Description |
|---|---|
| Activation Date | When the license was first activated. |
| Expiry Date | License end date (for subscriptions). |
| Renewal Date | Scheduled renewal date. |
| Grace Period | Allowed renewal window post expiry (e.g., 30 days). |
| License/Product Key | Enter license or activation key. |
Attachments
- Upload License File (e.g., .lic file, digital certificate)
- Upload Invoice File (PDF or image)
- Upload Purchase Order document
Notifications
Enable alerts to avoid missing renewals:
- Renewal Reminders:
- Toggle ON/OFF
- Set reminder interval (e.g., 1 week before)
- Add multiple email recipients
- Expiry Alerts:
- Toggle ON/OFF
- Set expiry warning intervals
- Add recipient emails
4. License Assignment
Associate licenses to assets:
- Assign to Devices:
- Search and select managed devices or device groups
- Use bulk import via CSV if needed
5. License Status & Metadata
| Field | Description |
|---|---|
| License Status (Mandatory) | Current state: Active, Expired, Pending Activation, Retired, etc. |
| License Source | How it was obtained: Vendor, Reseller, Open Source. |
| Usage Environment | Where it’s deployed: Cloud, On-premise, Hybrid. |
| Notes/Comments | Internal comments or audit remarks. |
License List View
Once licenses are saved, they will be listed in the main License Dashboard.
| Column | Description |
|---|---|
| Software | Name of the software |
| Manufacturer | Software vendor (e.g., Adobe, Microsoft) |
| Compliance Status | • In Compliance: Assigned ≤ Purchased • Over Licensed: Assigned < Purchased • Under Licensed: Assigned > Purchased • License Expired: Current date past Expiry Date |
| Total Purchased | Total license seats procured |
| Associated | Devices currently using the license |
| Remaining | Balance seats left |
| Actions | Edit or Delete license entry |
Tips & Best Practices
- Always attach valid purchase orders and invoices for audit trail
- Use compliance status to avoid legal risks and unnecessary renewals
- Set reminders for upcoming expirations and renewals
- Regularly audit assigned vs unassigned licenses to optimize procurement