Software License Management Tool
Get a complete view of all software purchases, track licenses and set alerts for contract terms.
Manage, track, and maintain license information—all with one tool
Who has the time to keep up with every application, software program, and digital platform used in your organization? SolarWinds Service Desk can help.
Designed to centralize all documentation, information, and user metrics surrounding software use, this software license management solution offers an all-in-one solution that helps collect, analyze, and track software titles while keeping up with expiration dates—so you don’t have to.
Up-to-date software inventory
Service Desk helps you track and manage software installed across all of your assets. Whether manually tracked or found by our Discovery scanners, you'll have an up-to-date record of software used by your employees. When using our Discovery scanner with SCCM integration or agents, all software on a device is automatically added to your software inventory, so you know exactly what's running on your network.
Improving your risk profile with software license management and monitoring
Use software license management solution to set alerts for contract terms and renewals
Save money by detecting unused and overused software. Track licenses and set up alerts for end-of-contract deadlines to ensure you renew valuable software programs on time and avoid interrupting business operations.
You can also leverage software license tracking in Service Desk to manage procurement more efficiently. Service Desk lets you build custom contracts and approval processes, create a database of vendors, and quickly get the software assets and licenses you need to drive business productivity so that bottlenecks don’t slow you down.
Run reports on the current state of your organization’s software licenses
With Service Desk, you can easily run reports to better understand current and past software assets across your system. You can use built-in reports or create custom license compliance reports designed to provide instant insights and allow you to evaluate and adjust contractual terms to better support your future needs. With reports in hand, you can update business stakeholders, support budget requests, and more.
Get More on Software License Management
What is SLM (Software Licenses Management) and why is it important in organizations?
Software license management (SLM) involves ensuring your enterprise has visibility into and control over software licenses and contracts. It’s part of the larger practice of software asset management, which includes supervising all the moving parts of a company’s hardware and software components.
Enterprises need to be able to manage software licenses and assets, including how they are acquired, deployed, maintained, used, and phased out. This can include gaining insights into the status of cloud and on-premises software. To ensure a successful software asset management process, users should consider the following best practices for effective software licensing management and tracking:
- Procurement: As you purchase software, you should document new programs and standardize how you track the licensing terms.
- Inventory: Users should catalog current licenses, systems, and software so they have an overview of their current assets.
- Software usage: Do you know how your business software is being used, altered, or distributed? This requires audits and policy enforcement to ensure there are no gaps between agreements and reality.
- Resources: You should use software license tracking data to determine whether you have an excess of licenses or are missing critical licenses.
- Updates: A failure to update software can cause compliance and security gaps. Tracking updates can help you ensure your software and licenses are up-to-date.
Software asset management can be critical for organizations to remain compliant with software licenses and can help ensure resources are being used appropriately. Software asset management is also included in the Information Technology Infrastructure Library (ITIL) as a key business function capable of ensuring software is managed throughout its lifecycle.
End-user license agreements (EULAs) outline the specific terms and conditions of software usage. If violated, license agreements can lead to high legal costs and can impact an enterprise’s reputation. With software license tracking in place, users can proactively address and avoid the legal risks associated with violating software license agreements.
Software license tracking is also important for businesses with networks of users. Having more visibility into and control over how software licenses are used can help make sure users are leveraging programs appropriately and ensure you have the right number of licenses. Businesses may be wasting resources if their software purchasing does not align with their license usage.
What are common types of software licenses?
Software licenses are legal guidelines governing the use and redistribution of software. Licenses exist to protect software copyrights and restrict inappropriate actions such as copying software, making multiple installations, or altering software code.
Common types of both on-premises and cloud software licenses include the following:
Proprietary vs. Open-Source Licenses
Proprietary: Businesses must track and understand all proprietary licenses, which can restrict how software can be used and changed. Although a EULA may allow you to use a program, the ownership and rights of the program remain with the software publisher, so you cannot modify or redistribute the software.
Open-source: Open-source licenses are permissive about usage and alterations to varying degrees. A public domain license means there are no restrictions on software modification. However, the lack of a license doesn’t necessarily mean the code is in the public domain. Permissive licenses have a few restrictions on use—Apache, for instance, uses this type of license. Freeware simply describes software users can access without paying a fee.
License Length
Perpetual: A perpetual license lets customers install and use a program indefinitely—once you purchase the software, you typically don’t have to pay additional fees down the line. However, technical support and updates may only be available for a specific length of time or for a fee.
Subscription: This licensing model lets users access and run the software for a specific length of time or for as long as they continue to pay the subscription fee.
User Licensing for Businesses
Businesses should know about a few types of software licensing that can affect the ability to have multiple users:
Concurrent use: This type of license requires a separate license purchase for each user if you want several users to be able to access the software simultaneously.
Volume: With a volume license, businesses purchase a minimum number of licenses to receive a discount and can install the program on a specific number of workstations.
Site-specific: A site-specific license means you can only use the software at a particular location.
Server: With a server license, businesses get a license for each server, and a set number of devices can access the software on the server.
What is a software asset management tool?
A software asset management tool can help users automate key tasks within the asset management process. Software asset management tools are designed to help you track software licenses in real time instead of manually tracking assets on spreadsheets. Manually tracking software assets can be time-consuming and error-prone, leaving dangerous gaps in your knowledge—especially for organizations with many users.
Using software license management solutions, or SaaS license management tools, lets users create a centralized inventory of software assets, gain insight into actual software usage, and address license violations. Asset management tools are often part of a broader IT service solution, as software asset management insights can help when troubleshooting service desk tickets. With a software asset management tool in place, businesses can help reduce costs, boost visibility into asset usage and maintenance needs, and improve overall operations.
What are the benefits of a software license management tool?
A software license manager can improve your business’ workflow and functionality:
- Minimizes disruption: A manager tool keeps software licenses up-to-date and valid, helping avert downtime and delays caused by expired licenses.
- Reduces expenses: With search filters and a user-friendly interface, licensing management software helps you avoid unnecessary purchases of already available licenses and identify paid ones that aren’t being used.
- Automates tracking: Real-time visibility into license usage and availability allow you to make informed decisions about purchasing and deploying more.
- Simplifies license storage and access: No more searching through folders or emails for keys—a license management tool provides a centralized repository of what you need, making it easy to access information whenever needed.
- Automatically generates reports: Knowledge is power. Get detailed reports on usage, availability, and compliance to make informed decisions, identify areas of potential cost savings, and ensure compliance with agreements.
What is software license compliance, and what are the risks of not tracking it?
Software license compliance is all about ensuring that your organization is using its downloaded programs per the terms and conditions of the licenses you've purchased. Failure to do so can have serious consequences. One risk is legal liability. For example, If you're found to be using software beyond the terms of your license agreement, you could be sued for copyright infringement and may have to pay steep penalty fees. This could result in significant financial loss and damage your organization's reputation.
Non-compliance can also lead to security risks. Unlicensed software may not receive regular security updates, leaving your organization vulnerable to cyber attacks and other online threats. But besides a rogue actor wreaking havoc on your infrastructure, non-compliance can also cause system crashes or downtime, impacting your team’s productivity. Security is a key reason that software licensing management is a must for every organization.
What does the software reconcile feature analyze, and how can it help my organization?
The SolarWinds Service Desk’s software reconciliation feature is a powerful tool to help your organization track its software usage and identify compliance issues.
By analyzing your software usage and license entitlements, the software reconcile feature helps ensure that your organization complies with software license agreements. It can also help you optimize your usage by identifying which software is used the most, helping you determine if purchasing additional licenses or investing in alternative software solutions is truly worth it.
What is SLM (Software Licenses Management) and why is it important in organizations?
Software license management (SLM) involves ensuring your enterprise has visibility into and control over software licenses and contracts. It’s part of the larger practice of software asset management, which includes supervising all the moving parts of a company’s hardware and software components.
Enterprises need to be able to manage software licenses and assets, including how they are acquired, deployed, maintained, used, and phased out. This can include gaining insights into the status of cloud and on-premises software. To ensure a successful software asset management process, users should consider the following best practices for effective software licensing management and tracking:
- Procurement: As you purchase software, you should document new programs and standardize how you track the licensing terms.
- Inventory: Users should catalog current licenses, systems, and software so they have an overview of their current assets.
- Software usage: Do you know how your business software is being used, altered, or distributed? This requires audits and policy enforcement to ensure there are no gaps between agreements and reality.
- Resources: You should use software license tracking data to determine whether you have an excess of licenses or are missing critical licenses.
- Updates: A failure to update software can cause compliance and security gaps. Tracking updates can help you ensure your software and licenses are up-to-date.
Software asset management can be critical for organizations to remain compliant with software licenses and can help ensure resources are being used appropriately. Software asset management is also included in the Information Technology Infrastructure Library (ITIL) as a key business function capable of ensuring software is managed throughout its lifecycle.
End-user license agreements (EULAs) outline the specific terms and conditions of software usage. If violated, license agreements can lead to high legal costs and can impact an enterprise’s reputation. With software license tracking in place, users can proactively address and avoid the legal risks associated with violating software license agreements.
Software license tracking is also important for businesses with networks of users. Having more visibility into and control over how software licenses are used can help make sure users are leveraging programs appropriately and ensure you have the right number of licenses. Businesses may be wasting resources if their software purchasing does not align with their license usage.
“Every time someone interacts with SolarWinds Service Desk for the first time, they are surprised at how easy it is.”
Chris Comerford
CIO
Adler Planetarium
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