Contracts and entitlements
Record what you've bought: contracts with their key dates, and entitlements with quantities, metrics and rights.
AssetTrove separates what you signed from what it lets you use:
- A contract is the agreement with a vendor, for example Microsoft Enterprise Agreement 2026.
- An entitlement is one thing that contract lets you use, for example 450 × Microsoft 365 E3, per user, 1 Jan 2026 to 31 Dec 2026. A contract can have many entitlements.
You manage both on the Licences page. You need the Licence manager role (or Owner or Admin).
Contracts
| Field | Why it matters |
|---|---|
| Vendor | Who you bought from |
| Start and end date | The contract term |
| Renewal notice | How many days before the end you must give notice. AssetTrove warns the contract owner in time |
| True-up date | When you must report extra usage. AssetTrove flags shortfalls within 60 days of it |
| Allows mid-term reduction | Whether you may reduce seats before the end. If not, reclaimed seats are held for the renewal. See Approving reclaims |
| Owner | The person who receives renewal notices |
Entitlements
| Field | Example | Notes |
|---|---|---|
| Name and SKU | SQL Server Enterprise 2-core packs | The SKU is optional |
| Products covered | SQL Server Enterprise | One or more products, or a suite |
| Licence metric | Per core | See Licence metrics explained |
| Count usage by | Installations | Allocations, installations, or either. See Licence metrics explained |
| Term | Perpetual or subscription, with start and end dates | Expired entitlements no longer cover anything |
| Quantity | 64 | How many units you own |
| Unit cost | €6,874.00 | Used to price shortfalls and savings |
| Downgrade and edition rights | Versions 2016 to 2022, Enterprise covers Standard | See Suites, downgrade and edition rights |
| Core minimums | 4 per processor, 4 per device | For core-based licences |
| Reassignment cooldown | 90 days | How long before a seat may move to someone else. See Allocating licences |
| Over-allocation allowance | 0 | How many extra allocations you tolerate above the quantity |
Reminders AssetTrove sends
- Entitlement expiring: 90, 60, 30 and 7 days before the end date, to licence managers.
- Contract renewal notice: before the notice deadline, to the contract owner (or licence managers if there's no owner). It includes how many seats were reclaimed for a true-down, so you know how many you can cut at renewal.
Lowering a quantity
If you lower an entitlement's quantity below what's currently allocated, AssetTrove saves the change and warns you, but revokes nothing. It's up to you which allocations to remove; nobody silently loses a licence.
Archiving
When an entitlement is no longer relevant, archive it instead of deleting it, so past licence positions can still be reproduced.
Still have a question? Email rory@assettrove.eu and we'll get back to you.