Software Licenses
Track software licenses using CMDB's flexible asset system. Create a license asset type with fields for product name, vendor, license type, seat count, expiry date, and assignment — then manage compliance across all client environments.
Setting Up License Tracking
Since software licenses are managed as flexible assets, you first create the asset type:
- Navigate to Flexible Assets in the sidebar
- Click New Asset Type
- Name it "Software License"
- Define the following fields:
| Field | Type | Description |
|---|---|---|
| Product Name | Text | Software product (e.g., "Microsoft 365 Business Premium") |
| Vendor | Text | Software vendor |
| License Type | Select | Per-user, per-device, site, concurrent, subscription |
| License Key | Password | The actual license key (HSM-encrypted) |
| Total Seats | Number | Number of licensed seats or devices |
| Assigned Seats | Number | Currently assigned/in-use seats |
| Purchase Date | Date | When the license was purchased |
| Expiry Date | Date | When the license expires |
| Auto-Renew | Boolean | Whether the license auto-renews |
| Annual Cost | Number | Annual cost for budgeting |
| Vendor Portal URL | URL | Link to the vendor licensing portal |
| Notes | Rich Text | Additional licensing terms or conditions |
- Click Save
Creating License Records
- Navigate to Flexible Assets
- Select the Software License asset type
- Click New Instance
- Fill in the license details for each software product
- Assign to a Company
- Add Tags (e.g., "expiring-soon", "audit-required")
- Click Save
Monitoring License Compliance
Over-Licensed
If Assigned Seats is significantly less than Total Seats, the client may be paying for licenses they don't need. Flag these during quarterly reviews.
Under-Licensed
If Assigned Seats exceeds Total Seats, the client is out of compliance. Create a ticket in PSA to remediate before a vendor audit.
Expiring Licenses
Filter flexible assets by Expiry Date to identify licenses approaching renewal. Create reminders or PSA tickets 60 days before expiry.
Combine license tracking with RMM's installed software data. RMM discovers what's actually installed on devices; CMDB tracks what's licensed. Compare the two to find compliance gaps.
Software Audit Report
To run a license audit:
- Export all Software License flexible assets for a company
- Cross-reference with RMM's installed software inventory
- Identify discrepancies: software installed without a license, licenses purchased but not deployed
- Document findings in a CMDB document linked to the company
Next Steps
- Flexible Assets — Custom asset type management
- RMM Auto-Discovery — Installed software discovery
- Integrations — Cross-product data flows