Licensing Tab
The Licensing tab provides visibility into your district's current Manage1to1 license status and allows limited administrative actions related to license monitoring and synchronization.
This area is informational by design. Most license values are managed centrally and update automatically, but a few controls are available to help administrators monitor usage and respond proactively as student counts approach licensed limits.
To access the Licensing tab, you need the Manage Settings permission assigned to your role.
Understanding Licensing
Think of the Licensing tab as your license dashboard – showing how many licenses you have, how many you're using, and when your license expires.
What licensing controls:
- Number of active student users allowed in the system
- License expiration date
- Alert thresholds for proactive notifications
What licensing doesn't control:
- Feature availability (all districts get all features)
- Building limits
- Device counts
- Staff user count (staff accounts are unlimited)
Important: Licenses are based on active student count only. Staff users do not count against your license limit. You can have unlimited devices per licensed student.
Licensing Settings
At the top of the page, the Licensing Settings section allows you to configure when Manage1to1 should begin displaying alerts related to license usage.
Number of Students Remaining to Show Alert
This setting defines a threshold for proactive notifications. When the number of available licenses drops to this value, the system will begin displaying alerts to administrators.
How it works:
- You have 1000 licensed users
- You set alert threshold to 50
- When active users reach 950, alerts begin displaying
- Alerts continue until you add more licenses or reduce user count
Common threshold values:
- Small districts (<500 students): 25-50 remaining
- Medium districts (500-2000 students): 50-100 remaining
- Large districts (>2000 students): 100-200 remaining
Purpose: Provides early visibility before a license limit is reached, allowing time to review usage or coordinate the purchase of additional licenses if needed.
Best practice: Set the threshold high enough to give yourself 2-4 weeks of lead time to purchase additional licenses before hitting the limit.
After making a change: Select Save Settings to apply it.
Licensing Information
The Licensing Information section provides a real-time snapshot of your current license details.
License Status
Indicates whether the license is currently active.
Possible values:
- Active - License is valid and in good standing
- Expired - License expiration date has passed
- Inactive - License has been deactivated
What to do if expired: Contact Manage1to1 Support immediately to renew or resolve licensing issues. An expired license may restrict system access.
Licensed To
The organization or district the license is issued to.
What you'll see:
- Official district name
- Legal entity name if different
When this might not match: If your district recently changed names (merger, reorganization), the license may show the old name until updated by Manage1to1.
License Count
Displays used licenses versus total licensed capacity.
Format: "X of Y used" or "X / Y"
Example: "487 / 1000" means:
- 487 active students currently in system
- 1000 total licenses available
- 513 licenses remaining
What counts as "used":
- Active students only
- Students with accounts (even if not checked out devices)
What doesn't count:
- Staff users (unlimited)
- Inactive students (graduated, transferred, left district)
- Devices (not limited by licensing)
Color coding:
- Green: Well below limit
- Yellow: Approaching threshold
- Red: At or over limit
Created
The original license creation date.
What this shows: When your district first started using Manage1to1.
Not the same as: License renewal date or expiration date.
Expires
The license expiration date.
What this shows: When current license period ends.
Typical license periods:
- Annual licenses: Renew yearly
- Multi-year licenses: 2-3 year terms
What happens at expiration:
- System may restrict access
- Must renew license to continue use
- Contact Manage1to1 Sales/Support before expiration
Proactive monitoring: Check expiration date quarterly. Start renewal conversations 60-90 days before expiration.
Force License Update
The Force License Update button triggers an immediate license check with the licensing service.
What it does:
- Contacts Manage1to1 licensing server
- Retrieves latest license information
- Updates displayed license count and status
- Refreshes expiration date
When to use:
- After purchasing additional licenses - Click to immediately reflect new license count
- After being instructed by Manage1to1 Support - Support may update your license and ask you to refresh
- When license count seems incorrect - Force update to sync with authoritative source
When NOT to use:
- Every day "just to check" - Licenses refresh automatically, clicking repeatedly doesn't help
- To "fix" an expired license - Renewing requires payment/contract, not just clicking update
In most cases: Licenses refresh automatically and this action is not required during normal operation.
License Alerts
When your active user count approaches the threshold you've configured, Manage1to1 displays alerts to administrators.
Where alerts appear:
- Dashboard notifications
- License tab banner
- System alert indicators
What alerts say: "You have 45 licenses remaining. Consider purchasing additional licenses."
What to do when you see alerts:
- Review active user count (are there inactive users you can disable?)
- Forecast growth (are you enrolling new students soon?)
- Contact Manage1to1 Sales to purchase additional licenses
- Monitor weekly until licenses are added or situation resolved
Dismissing alerts: Alerts persist until:
- Additional licenses are purchased
- Active user count drops below threshold
- License renewal increases capacity
Common Licensing Scenarios
Approaching License Limit
District has 1000 licenses, 960 used, threshold set to 50:
Actions:
- Review current user count on Licensing tab
- Disable inactive users (graduated seniors, transferred students)
- If still near limit, contact Manage1to1 Sales
- Purchase additional licenses (common increments: 100, 250, 500)
- After purchase confirmed, click "Force License Update"
- Verify new license count appears
License Expired
License expiration date passed:
Symptoms:
- License status shows "Expired"
- May receive login restrictions
- System may display expiration warnings
Actions:
- Contact Manage1to1 Support immediately
- Verify renewal status (payment, contract)
- Complete renewal process
- After renewal, license reactivates
- Click "Force License Update" to refresh
License Count Seems Wrong
Licensing tab shows 1000 / 1000 but district only has 800 students enrolled:
Possible causes:
- Inactive students not disabled (graduated students still marked active)
- Students from previous years not archived
- Test student accounts still active
Actions:
- Run user report showing all active student users
- Review for students who should be inactive
- Disable students who left district (graduated, transferred)
- Active count updates automatically as students are disabled
- Remember: Staff users don't count, so don't disable staff to free up licenses
Important Notes
Read-only information:
- License counts are evaluated automatically based on system usage
- The Licensing tab does not allow manual modification of license totals
- Alerts are informational and do not block system usage by themselves
Automatic updates:
- License information refreshes periodically without manual intervention
- Active user counts update in real-time as users are added/disabled
License restrictions:
- If a license expires or becomes inactive, system behavior may be restricted until resolved
- Contact Manage1to1 Support immediately if license shows as expired or inactive
Support contact: If you have questions about licensing limits, renewals, or discrepancies, Manage1to1 Support can assist with review and resolution.
Common Questions
Q: What counts against my license limit? Active student users only. Each active student account counts as one license, regardless of whether they have a device checked out. Staff users do not count against your license limit.
Q: Do devices or staff users count against my license? No. Licenses are based on active student count only. You can have unlimited devices per licensed student and unlimited staff user accounts.
Q: What if I go over my license limit? The system typically allows some overage temporarily, but you should purchase additional licenses promptly. Significant overages may trigger restrictions.
Q: How do I purchase more licenses? Contact Manage1to1 Sales or your account representative. Licenses are typically added in increments (100, 250, 500) and prorated if purchased mid-contract.
Q: Can I reduce my license count mid-year? This is contract-dependent. Contact Manage1to1 Sales to discuss reducing licenses at renewal time or negotiating mid-term changes.
Q: Why doesn't my license count update immediately after purchasing more? License updates may take 1-2 business days to process. Once processed, click "Force License Update" to refresh. If still not showing after 2 days, contact Support.
Q: What happens if my license expires? System access may be restricted. Users may be unable to log in or perform certain actions. Renew your license before expiration to avoid disruption.
Q: How far in advance should I renew my license? Start renewal conversations 60-90 days before expiration. This allows time for budget approval, contract processing, and prevents any service interruption.
Q: Do inactive users count against my license? No. Only active users count. Disable users who leave the district to free up licenses for new users.
Q: Can I transfer licenses between districts? No. Licenses are issued per district and cannot be transferred. Each district needs its own license.
Q: What's included in my license? All Manage1to1 features are included regardless of license size. Licenses control user count only, not feature access.
The Licensing tab provides visibility into license usage and helps districts proactively manage capacity. Regular monitoring ensures you have adequate licenses for your user population and prevents unexpected restrictions.