System Licensing

The system calculates the number of active employees for each application to determine if this number is covered by contract licensing. License counts are calculated by a number of factors, including checking whether certain authorization roles are added directly to an employee or indirectly via an organization unit.

Several reports can help you keep track of licensing. To view the following reports, navigate to Reports > System.

• Application License Report

  This report lists the applications and modules purchased and the number of user or device licenses set up for each application.

• License Compliance Report

  This report lists the purchased user licenses for the organization and determines whether you are compliant in licensing by giving the number of employees that count toward the licenses.

• License Compliance Detail Report

  This report lists the employees who count toward the specified application license.

Note that if you make a change to an employee that affects the system license count, you need to wait until the Daily Maintenance task runs (normally every night) before seeing the change in a report. Alternatively, you could manually run the License Compliance task to immediately see the change on a report.

License criteria

• Staffing and Scheduling license

  An employee record in Staffing and Scheduling counts toward the license count when all of the following are true:

  • The employee is assigned the SS Employee (Processing) role.

  • The employee has schedules that exist on or after the current date.

  • The employee's status is active, defined as:

    • The employee has a Status set to Active or TimeID.

    • The employee has a Status set to Terminated, but the termination date field is either blank or contains a date after the current date.

    Employee status and termination values are seen on the employee's record: Employee > search > Employee Sections > General.

    The status classifications are seen here: Configuration > Employee > Employee Status.

• Open Shift Notification license

  An employee record in Staffing and Scheduling counts toward the Open Shift Notification license count when all of the following are true:

  • The employee is assigned the MDC Employee role.

  • The employee has at least one text number, phone number, or email address entered here: Preferences > My Preferences > Open Shift Notifications.

• Education Tracking license

  An employee record in Staffing and Scheduling counts toward the Education Tracking license count when all of the following are true:

  • The employee is assigned the ED Employee (Processing) role.

  • Education requirements are assigned to the employee.

  • The employee's status is active, defined as:

    • The employee has a Status set to Active or TimeID.

    • The employee has a Status set to Terminated, but the termination date field is either blank or contains a date after the current date.

    Employee status and termination values are seen on the employee's record: Employee > search > Employee Sections > General.

    The status classifications are seen here: Configuration > Employee > Employee Status.

• Time and Attendance license

  An employee record in Time and Attendance counts toward the license count when all of the following are true:

  • The employee is assigned either the TA Employee (Processing) role or the TA Employee (Interface) role.

  • The employee's status is active, defined as:

    • The employee has a Status set to Active or TimeID.

    • The employee has a Status set to Terminated, but the termination date field is either blank or contains a date after the current date.

    Employee status and termination values are seen on the employee's record: Employee > search > Employee Sections > General.

    The status classifications are seen here: Configuration > Employee > Employee Status.

Employee termination

Once an employee is terminated or inactive, that employee no longer counts toward system licensing.

Employee records should remain in the system after employees are terminated so that the historical integrity of the system is maintained. The number of years an employee record should remain in the system depends on the policies of your organization. For example, to show that a certain employee worked on a particular day in a previous year, the employee record must remain in the system, even though the employee may have since terminated employment.

Non-employee records

If the system stores non-employee records for education-tracking purposes or for security access, they do not need to count toward licensing. To prevent these non-employees from being counted, they should not be assigned an authorization role that counts toward licensing. This can be accomplished by either Denying the role in the non-employee record or by assigning them to an organization unit that does not have an inherited role that counts towards licensing. For more information, see Adding a Non-Employee Record.