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.
Daily Maintenance scheduled task
The Daily Maintenance scheduled task is set up to run nightly. One of its jobs is to determine license compliance and to supply that information to symplr.
If you make a change to an employee that affects the license count, you need to wait until the Daily Maintenance task runs before seeing the change in a report. Alternatively, you could manually run the License Compliance task to immediately see the change on a report.
Reports
Several reports can help you keep track of licensing. A person with the standard SYS API License Admin authorization role or an equivalent replicated role has access to the reports.
To view the following reports, navigate to .
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This report lists the applications and modules purchased and the number of user or device licenses set up for each application.
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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.
Note that Open Shift Notification license information is under the heading of Mobile Device User Licenses.
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License Compliance Detail Report
This report lists the employees who count toward the specified application license.
Note that Open Shift Notification detailed license information is under the User License type of Staffing and Schedule Mobile Device Users.
License criteria
In the following information, the term "license administrator" is used. This is a person with the standard SYS API License Admin authorization role or an equivalent replicated role. Administrators assigned this role receive license compliance notifications via their preferred notification methods set up from .
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Time and Attendance license
An employee record in Time and Attendance counts toward the license count when all of the following are true:
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The employee is assigned either the standard TA Employee (Processing) role or TA Employee (Interface) role, or an equivalent replicated role.
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The employee's status is active, defined as:
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The employee has a Status set to Active.
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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: .
The status classifications are seen here: .
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As you approach and reach your license limit, your license administrators are notified that the ability to close a pay period has been impacted.
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Staffing and Scheduling license
An employee record in Staffing and Scheduling counts toward the license count when all of the following are true:
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The employee is assigned the standard SS Employee (Processing) role, or its equivalent replicated role.
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The employee has schedules that exist on or after the current date.
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The employee's status is active, defined as:
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The employee has a Status set to Active.
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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: .
The status classifications are seen here: .
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As you approach and reach your license limit, your license administrators are notified that the ability to create schedules for employees has been impacted.
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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:
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The employee is assigned the standard MDC Employee role, or its equivalent replicated role.
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The employee has at least one text number, phone number, or email address entered here: .
As you approach and reach your license limit, your license administrators are notified that the ability to broadcast messages has been impacted.
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Education Tracking license
An employee record in Staffing and Scheduling counts toward the Education Tracking license count when all of the following are true:
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The employee is assigned the standard ED Employee (Processing) role, or its equivalent replicated role.
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Education requirements are assigned to the employee.
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The employee's status is active, defined as:
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The employee has a Status set to Active.
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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: .
The status classifications are seen here: .
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As you approach and reach your license limit, your license administrators are notified that the ability to create education transactions has been impacted.
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Employee termination
Once an employee is terminated or inactive, that employee no longer counts toward system licensing.
For more information about employee termination, see Employee termination and status processing.
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 toward licensing. For more information, see Adding a Non-Employee Record.