License, seats and renewal
Applies to: Workspace Admins on a server with one organization (otherwise the IT Admin) · Time: about 2 minutes
Overview
Your vendor issues a license for this server only. It sets the number of seats (people who can use the workspace) and the end date. Open Workspace settings → License to see it.
What the License tab shows
- Seats: how many seats are in use out of the total. Deactivated users and IT Admin accounts don't count.
- License details: the license number, plan, Valid until, mode (online or offline), app version and minimum version.
- Installation ID: the ID your vendor needs for every license. Click Copy to send it.
- Usage: active now, the peak in the last 90 days, people who signed in during the last 30 days, and different people in the last 90 days.
Add seats or renew
- Write to your vendor with your Installation ID and what you need.
- Online server: the new license installs itself within an hour.
- Offline server: the vendor emails a license file (.lic). Under Upload new license, click Choose license file. It applies immediately, with no restart.
Usage reports
- An online server shares usage counts with your vendor every day automatically.
- An offline server: click Export usage report every quarter and before renewal, and send the file to your vendor.
The report contains counts only: no names, email addresses or business data. It is sealed, so changes to it are detected.
When the license ends
| Status | What it means |
|---|---|
| Active | Everything works. |
| Ending soon | Admins see a banner during the last 30 days, and your vendor sends reminders 30 and 7 days before the end date. Contact your vendor to renew. |
| Grace period | The end date has passed. There are 30 days of grace before the workspace becomes read-only. |
| Expired · read-only | People can view and export data, but changes are turned off until a new license is uploaded. |
| No license yet / Invalid | Changes are turned off. Upload the license from your vendor. |
Seats are full
When all seats are in use, new people can't be added. Deactivate people who have left in User Management to free their seats, or ask your vendor for more seats.
Troubleshooting
| Message | Resolution |
|---|---|
| The server clock was set back. | Ask the IT Admin User to correct the server time. License dates are counted from the latest time seen. |
| Update required | The license needs a newer app version. Install it in Workspace settings › Updates. |
| A new license doesn't arrive on an online server | Check Workspace settings › Updates: the connection must be Online. Otherwise ask your vendor for the license file. |
These articles are also in the Knowledge Base on your own server, after it is updated.
Need help? Write to info@digitalworkspace.app.