Allocating licences
Hand licences to people or devices directly or through group rules, and what happens when you run out.
An allocation gives one seat of an entitlement to a person or a device. You manage allocations on the entitlement's page under Licences.
Direct allocations
Choose the entitlement, then Allocate and pick the person or device. You can also allocate up to 500 at once.
Each person or device can have only one allocation per entitlement at a time.
Group rules
A group rule says: members of this group get this licence. For example, everyone in the Design Team group gets Adobe Creative Cloud.
- When someone joins the group, they get a seat. When they leave, the seat is removed, unless they also have it for another reason.
- Rules are checked whenever group membership changes and again every night, to correct anything that drifted.
- Only active people get new seats from rules.
Tip Group rules work best with groups synchronised from your identity provider through SCIM.
One licence, several reasons
Someone can have the same licence directly and through one or more groups. AssetTrove keeps every reason. The seat stays as long as at least one reason remains.
That prevents a classic mistake: removing someone from Design Team doesn't take away the Adobe seat they were also given directly.
When there aren't enough seats
- Direct allocation: AssetTrove refuses with No seats left. A licence manager can override it on purpose, which is recorded in the audit log.
- Group rule: the extra people get the allocation with the status Waiting for capacity, in the order they joined the group. They're promoted automatically as soon as a seat frees up or you buy more. Nobody who already has a seat loses it.
Moving a licence to someone else
Some agreements don't let you move a licence to a new person straight away. Microsoft volume licensing, for example, often limits reassignment to once every 90 days. Set this as the entitlement's reassignment cooldown.
When you revoke a seat with a cooldown, it stays reserved until the cooldown ends, so it can't be handed to someone else too early. The exceptions are when the person left the company or the device failed; in those cases the seat is free immediately.
Automatic revocations
- When a device is retired or lost, its per-device licences are revoked.
- When a person leaves, their licences go through reclamation.