Browse documentation
Tracking a license
↩ Licenses
A license record captures a software entitlement or hardware subscription — what it is, how many seats, its key, cost, and when it expires.
Creating a license
- Select Licenses (under Assets) in the sidebar.
- Select New license.
- Complete the form:
| Field | Required | Notes |
|---|---|---|
| License name | Yes | e.g. Microsoft 365 Business |
| Type | No | Perpetual, Subscription, Volume, OEM, Trial, or Other |
| Quantity | No | Number of seats or units |
| License key | No | The key or entitlement number |
| Start date | No | |
| Expiry date | No | Hidden for Perpetual licenses (they don't expire) |
| Cost | No | |
| Software | No | Link to a Software record |
| Supplier | No | Link to a supplier |
| Notes | No |
- Select Create license.
Linking to assets and software
A license can be tied to an asset and/or a software product:
- From an asset's Licenses tab, you can add a license directly to that asset.
- Set the Software field to associate the license with a software title, so it shows on that product's page too.
The detail page's Links card shows the linked asset and software, each clickable.
Expiry tracking
The licenses list warns when any license expires within 90 days, and each row shows its expiry with a days left badge — or a Perpetual badge for licenses that never expire. The detail page shows a banner as expiry approaches or once it's passed.
Attachments
Attach the license certificate or purchase proof to the license record.
Notes & tips
- Set the Type to Perpetual for one-off purchases — the expiry field disappears, and it's flagged as non-expiring in the list.
- Record the quantity to track how many seats or units the license covers.