License Manager Guide
LicenseSpring provides an end-user portal designed to improve the interaction between software vendors and their customers. This portal allows authorized users, known as License Managers, to manage licenses and devices effectively. Whether you are managing licenses for a team or distributing them across different users, this guide will walk you through the essential functions of the LicenseSpring user portal.
User Roles
The user portal is designed with distinct roles in mind, ensuring that only authorized personnel have access to specific features:
License Managers: Users who manage licenses for a group or organization. They have access to the end-user portal which allows them to perform the actions stated below, depending on the permissions enabled.
End-Users: These are the customers or employees using the software. They do not have access to the portal; they typically have the ability to activate licenses and view license details but not any administrative actions.
Permissions Overview
Permissions in the LicenseSpring portal can vary depending on your role, but here are some of the key functions available based on your access level:
Assign/Unassign users: Allows License Managers to assign or remove end-users from user-based licenses.
Reset Licenses or Devices: Reissue licenses or free up activations tied to specific hardware.
Borrow Licenses: Let users take a license offline temporarily; configurable by the License Manager.
Issue Licenses: Used by resellers or distributors to generate licenses on behalf of end-users.
Revoke Devices: Remotely revoke access for devices that are no longer authorized.
Reset End-User Credentials: Reset passwords or other login credentials for end-users.
Create Bundle Orders: Create orders containing multiple licenses in one transaction.
Create Orders: Generate new orders directly from the portal.
Edit Customer: Update customer information on existing orders.
Edit License: Modify existing license details and use the "Use Custom Values" toggle when creating orders to adjust entitlements beyond default policy values.
Edit License Custom Fields: Edit custom fields on existing licenses and set custom values during order creation.
Edit License Product Features: Modify product features on existing licenses and configure features during order creation.
Default Permissions For End-Users
By default, as an end-user you can perform the following actions through the user portal:
Add License Managers to an Order
Assign/Unassign License Users
Change License User’s Passwords
Reset Licenses and Devices
Optional Permissions to Add
Some Vendors may change the default permissions granted to License Managers by adding or removing certain permissions. Additional permissions include:
Borrow Licenses
Create Bundle Orders
Create Orders
Revoke Devices
Issue Licenses
Using the Portal
The LicenseSpring user portal is designed to be intuitive, allowing License Managers to perform essential actions related to licenses, orders, and users. Below is a detailed guide on how to use the core functionalities of the portal effectively.
Logging In
To login, License Managers must enter their email/password combination and company ID in order to log in. If the user portal URL has been customized to a vendor’s subdomain, there will be no need to enter the company ID. The login screen for a non-whitelisted URL is shown below:
The company code, email and password will all be provided to you by the software vendor, as it is set through their portal.
Look Up a License
Licenses can be looked up on the end-user portal in a variety of ways, including by:
License user email
License key
Order ID
Product name
Device hostname
To do so, click Licenses on the left-hand side of the portal then use the search bar at the top of the page as shown below:
LicenseSpring supports key-based and user-based licenses. See Activate a Key Based License and User Based Licensing.
Look Up an Order
The workflow for looking up an order is very similar to looking up a license and can be searched only by order ID. First, get to the Orders page on the left-hand side then use the search bar, as seen in the following screenshot:
Assign a User
To assign a user to a license, click on the specific license on the Licenses page, then go to the License users tab on the license details page. From here you can assign the user by clicking the blue Assign license user button, shown below:
Unassign a User
Once a user has been assigned to a license, you can remove them by clicking the button on the far right under Actions, then clicking remove:
Change a User’s Password
License Managers can change a license user’s password under the same Actions button, then by clicking the Change password button:
Reset a Device
To reset a device, head to the Licenses page then select the license that the device has been activated on. Click the Devices tab then the Actions three-dot button, then click Reset as shown below:
Reset a License
Resetting a license includes navigating to the Licenses page, then clicking the red Reset license button:
Resetting a license refers to adjusting the license values back to their defaults (i.e. resetting consumptions, activations, etc).
Issue a License
To issue additional licenses, navigate to the Orders page on the left-hand side, select an individual order then click on the Licenses tab. From here, click Issue new Licenses as shown below, then select more licenses to issue within this order.
Borrow a License
To borrow a license, the license must first be activated on a device. It can be borrowed by going to the Devices tab on the Licenses page. After clicking on the Actions button on the far right you will see the opportunity to Borrow the license, as shown below:
Create an Order
To create an order, click the Create order button on the left-hand side, then provide the order ID, order reference, and customer details on the following page:
On the next page, you will be prompted to select the product(s) to add to the order. You can select an individual product or a product bundle (a package consisting of multiple products).
You will next select the product or product bundle as well as the license policy (how different values for a license are set, such as max activations, max license users, whether it is a trial, etc.). These license policies are created by the software vendor. After confirming the order details, the order will be created.
If the required permissions are in place: Only users who meet all of the following conditions can create bundle orders in the User Portal:
The user is logged in as a License Manager
The user has permission to create orders
The user has permission to create bundle orders
The user has product-level permissions for every product included in the bundle
A frequent reason bundle order creation fails is missing product permissions.
Example:
The product bundle user-bundle2 contains two products:
user-prod
user2
If you only have permission for user-prod but not for user2, you will not be able to create the bundle order.
If the License Manager has the Edit License permission, a toggle “Use Custom License Values” is available during product selection. This allows License Managers to specify custom values for licenses when assigning products.
When the toggle is enabled, it allows the License Manager to edit and customize the license values for the selected product.
If the user has the Edit License Product Features permission and the product includes any features, the Product Features tab becomes visible once the License Manager enables the Use custom license values toggle.
With the Use custom license values toggle enabled, users can edit the Product Features they want to include in a license. They can only add features that are already available in the product; License Managers do not have access to manage or create global features that are not part of the license policy.
If a user has the Edit License Custom Fields permission and the product contains custom fields, the Custom Fields tab will become visible once the Use custom license values toggle is enabled.
After saving, the user will be able to view the changes they made as shown below:
Users with the Edit Customer permission can edit customer details from the Order page under the Customer tab.
Users with the Edit License permission can edit license details directly from the License page.
Users with the Edit License Product Features permission can manage product features on the License page under the Product Features tab. This includes adding, editing, and removing product features.
Users with the Edit License Custom Fields permission can edit license custom fields on the License page under the Custom Fields tab.
Revoke a Device
To revoke a device, go to the Licenses page on the left-hand side then click on the Devices tab to see devices associated with the license. Then click the Revoke button as seen in the following screenshot.
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