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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.

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Key Concepts

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

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Creating Licenses

1

Basic Information

  • License name (e.g., “Microsoft Office 365”)
  • Category (license type)
  • Total seats/quantities
  • Product key or serial (encrypted field)
2

Purchase Details

  • Supplier
  • Purchase cost
  • Purchase date
  • Order number
3

Licensing Terms

  • Licensed to (individual/organization name)
  • Licensed to email
  • License expiration date
  • Termination date (if applicable)
  • Maintenance status
4

Assignment Settings

  • Mark as reassignable or not
  • Set minimum quantity alerts

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Checking Out License Seats

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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

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

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Checking In License Seats

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
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

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Managing Seat Count

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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

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

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License Status

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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

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Expired Licenses

Licenses are marked expired when:
  • Expiration date has passed
  • Shows in “Expired Licenses” report
  • Email alerts sent (if configured)

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Terminated Licenses

Termination date tracks when:
  • Subscription was cancelled
  • Contract was terminated
  • License is no longer valid

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Compliance Tracking

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Free Seats Report

Quickly view:
  • Licenses with available seats
  • Percentage of utilization
  • Under/over-licensed software

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Expiring Licenses Report

Monitor licenses that:
  • Expire within X days (configurable)
  • Already expired
  • Need renewal action
  • Require budget planning

Compliance Dashboard

View at-a-glance compliance status, showing total licenses, assigned seats, and utilization rates.

Audit Trail

Complete history of all license seat assignments, check-ins, and modifications.

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Custom Fields

Extend license tracking with custom fields:
  • Maintenance contract numbers
  • Vendor support contacts
  • Internal cost center codes
  • Approval workflows
  • Custom expiration types

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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

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Manufacturer & Supplier

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Manufacturer

Track software vendor:
  • Microsoft
  • Adobe
  • Autodesk
  • Custom vendors

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Supplier

Track purchase source:
  • Direct from vendor
  • Reseller/VAR
  • Volume licensing portal
  • Different from manufacturer

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Maintenance Tracking

Mark licenses as “maintained” to track:
  • Active support contracts
  • Update eligibility
  • Premium support access
  • Additional cost/renewals
Maintenance status is separate from the license expiration date.

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Depreciation

Licenses support depreciation:
  • Assign a depreciation model
  • Requires purchase date and cost
  • Calculate current value
  • Track in financial reports

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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

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Best Practices

Purchase slightly more seats than needed to accommodate growth, but monitor utilization to avoid waste.
Set up expiration alerts well in advance (60-90 days) to allow time for renewal processes.
Use reassignable licenses for pooled software, non-reassignable for user-specific licenses like Office 365.
Assign licenses to assets when they’re device-based, to users when they’re user-based.
Always enter purchase cost and date to track total software spend and plan budgets.

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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
  • Assets - Assign licenses to hardware
  • Users - Assign licenses to people
  • Accessories - Track physical software media

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