Manage Licenses

Overview

Use this guide to add, review, update, import, and maintain license records in Liceo.

Goal

Keep each software license accurate enough to support usage review, renewal planning, and cost optimization.

Before You Begin

• Sign in to Liceo.
• Gather app name, vendor, seat count, cost, owner, and renewal information.
• Confirm whether the license was synced, imported, or manually entered.

Step 1 - Open the license inventory

1. 1
   Select Licenses in the left sidebar.
2. 2
   Review the license table.
3. 3
   Use search or filters to find an app.
4. 4
   Select the app name to open the license detail page.

Step 2 - Add a license manually

1. 1
   Open Licenses.
2. 2
   Select Add License.
3. 3
   Enter the application name.
4. 4
   Select or enter the vendor.
5. 5
   Choose the license type.
6. 6
   Enter purchased seats.
7. 7
   Enter cost per seat or invoice cost.
8. 8
   Add owner, category, department, and renewal date.
9. 9
   Save the license.

Step 3 - Edit license details

1. 1
   Open the license detail page.
2. 2
   Select Edit.
3. 3
   Update seats, cost, status, owner, vendor, or renewal fields.
4. 4
   Review the changes.
5. 5
   Save the record.
6. 6
   Return to the license detail page and confirm the update appears.

Step 4 - Import licenses in bulk

1. 1
   Open Licenses.
2. 2
   Select Import.
3. 3
   Prepare the import file with consistent app and vendor names.
4. 4
   Include seat count, cost, owner, status, and renewal fields where available.
5. 5
   Upload the file.
6. 6
   Review the import summary.
7. 7
   Resolve duplicate or unmatched records.

Step 5 - Review license status

1. 1
   Open the license record.
2. 2
   Check whether the status is active, expired, canceled, idle, or review.
3. 3
   Update the status if it no longer reflects the current subscription.
4. 4
   Save the record.

Step 6 - Export license data

1. 1
   Open Licenses.
2. 2
   Apply any search or filter needed.
3. 3
   Select Export.
4. 4
   Save the exported file for finance, procurement, or leadership review.

Troubleshooting

A license appears twice

Search for the app in Licenses, compare both records, then merge, archive, or correct the duplicate according to your internal process.

Utilization is missing

Confirm seats and assignments are available from the integration or entered manually.

Cost is missing

Edit the license and add Cost/Seat, invoice cost, or contract value.