> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/grokability/snipe-it/llms.txt
> Use this file to discover all available pages before exploring further.

# Licenses

> Manage software licenses with seat tracking, assignments, expiration monitoring, and compliance reporting

## Overview

Licenses in Snipe-IT represent software licenses and subscriptions. Each license has a specified number of seats that can be assigned to users or assets, with comprehensive tracking of availability, expiration, and maintenance.

## Key Concepts

### License Seats

Each license has a total seat count:

* **Total Seats** - The number of licenses purchased
* **Assigned Seats** - Seats currently checked out
* **Available Seats** - Remaining seats for assignment
* **Unreassignable Seats** - Seats from non-reassignable licenses that were checked out

<Note>
  When you create a license with 50 seats, Snipe-IT automatically creates 50 individual seat records that can be assigned independently.
</Note>

## Creating Licenses

<Steps>
  <Step title="Basic Information">
    * License name (e.g., "Microsoft Office 365")
    * Category (license type)
    * Total seats/quantities
    * Product key or serial (encrypted field)
  </Step>

  <Step title="Purchase Details">
    * Supplier
    * Purchase cost
    * Purchase date
    * Order number
  </Step>

  <Step title="Licensing Terms">
    * Licensed to (individual/organization name)
    * Licensed to email
    * License expiration date
    * Termination date (if applicable)
    * Maintenance status
  </Step>

  <Step title="Assignment Settings">
    * Mark as reassignable or not
    * Set minimum quantity alerts
  </Step>
</Steps>

## Checking Out License Seats

### To Users

Assign license seats to employees:

1. Navigate to the license
2. Click "Check Out" on an available seat
3. Select the user
4. Add optional notes
5. System automatically:
   * Sends acceptance email (if required)
   * Updates available count
   * Creates audit log entry

### To Assets

Assign seats to specific hardware:

1. Useful for device-based licenses
2. Links software to physical assets
3. Tracks software inventory per device
4. Automatically associates with asset's user

<Warning>
  Once all seats are assigned, you must check in a seat or increase the seat count before making new assignments.
</Warning>

## Checking In License Seats

<AccordionGroup>
  <Accordion title="Reassignable Licenses">
    When a license is marked as reassignable:

    * Seats can be checked in and reassigned
    * No permanent record of who used the seat
    * Useful for floating licenses
    * Audit log tracks all assignments
  </Accordion>

  <Accordion title="Non-Reassignable Licenses">
    When a license is NOT reassignable:

    * Checked out seats become "unreassignable"
    * Seat cannot be reassigned even after check-in
    * Useful for permanent user licenses
    * New seats must be purchased for additional users
  </Accordion>
</AccordionGroup>

## Managing Seat Count

### Increasing Seats

When you purchase additional licenses:

1. Edit the license
2. Increase the seat count
3. New seat records are created automatically
4. Change is logged in audit trail

### Decreasing Seats

When licenses expire or are reduced:

1. Edit the license
2. Decrease the seat count
3. System only removes unassigned seats
4. Cannot reduce below current assigned count

<Tip>
  Snipe-IT protects you from accidentally removing assigned seats - you must check them in first.
</Tip>

## License Status

### Active Licenses

A license is considered active when:

* Expiration date is in the future (or not set)
* Termination date is in the future (or not set)
* License has not been soft-deleted

### Expired Licenses

Licenses are marked expired when:

* Expiration date has passed
* Shows in "Expired Licenses" report
* Email alerts sent (if configured)

### Terminated Licenses

Termination date tracks when:

* Subscription was cancelled
* Contract was terminated
* License is no longer valid

## Compliance Tracking

### Free Seats Report

Quickly view:

* Licenses with available seats
* Percentage of utilization
* Under/over-licensed software

### Expiring Licenses Report

Monitor licenses that:

* Expire within X days (configurable)
* Already expired
* Need renewal action
* Require budget planning

<CardGroup cols={2}>
  <Card title="Compliance Dashboard" icon="gauge">
    View at-a-glance compliance status, showing total licenses, assigned seats, and utilization rates.
  </Card>

  <Card title="Audit Trail" icon="clock-rotate-left">
    Complete history of all license seat assignments, check-ins, and modifications.
  </Card>
</CardGroup>

## Custom Fields

Extend license tracking with custom fields:

* Maintenance contract numbers
* Vendor support contacts
* Internal cost center codes
* Approval workflows
* Custom expiration types

## Email Notifications

Configure automatic emails for:

* License assigned to user
* License seat checked in
* User acceptance required
* Expiration warnings (based on global settings)
* Maintenance renewals due

## Manufacturer & Supplier

### Manufacturer

Track software vendor:

* Microsoft
* Adobe
* Autodesk
* Custom vendors

### Supplier

Track purchase source:

* Direct from vendor
* Reseller/VAR
* Volume licensing portal
* Different from manufacturer

## Maintenance Tracking

Mark licenses as "maintained" to track:

* Active support contracts
* Update eligibility
* Premium support access
* Additional cost/renewals

<Note>
  Maintenance status is separate from the license expiration date.
</Note>

## Depreciation

Licenses support depreciation:

* Assign a depreciation model
* Requires purchase date and cost
* Calculate current value
* Track in financial reports

## Bulk Import

Import multiple licenses via CSV:

1. Download CSV template
2. Fill in license information
3. Include seat counts
4. Map columns on import
5. Validate and process

## Best Practices

<AccordionGroup>
  <Accordion title="Seat Management">
    Purchase slightly more seats than needed to accommodate growth, but monitor utilization to avoid waste.
  </Accordion>

  <Accordion title="Expiration Monitoring">
    Set up expiration alerts well in advance (60-90 days) to allow time for renewal processes.
  </Accordion>

  <Accordion title="Reassignable Strategy">
    Use reassignable licenses for pooled software, non-reassignable for user-specific licenses like Office 365.
  </Accordion>

  <Accordion title="Asset Assignment">
    Assign licenses to assets when they're device-based, to users when they're user-based.
  </Accordion>

  <Accordion title="Cost Tracking">
    Always enter purchase cost and date to track total software spend and plan budgets.
  </Accordion>
</AccordionGroup>

## Reporting Capabilities

Generate reports for:

* License compliance status
* Software spend by vendor
* Expiring/expired licenses
* Seat utilization rates
* Assigned vs. available seats
* User license inventory

## Related Features

* [Assets](/features/assets) - Assign licenses to hardware
* [Users](/features/users) - Assign licenses to people
* [Accessories](/features/accessories) - Track physical software media