License Management

Udyamo HRMS operates on a subscription-based licensing model. Your organization's subscription determines which features are available, how many employees can use the system, and how long the service remains active. This chapter covers subscription plans, license assignment, renewal, and administration.

What You Will Learn

• How to navigate to the Subscriptions section
• The available subscription plans and their features
• How to view your current subscription details
• How license assignment works (manual vs. auto-assignment)
• How to assign and unassign licenses to employees
• How to manage license quantity
• How subscription renewal and auto-renewal work
• How to upgrade or downgrade your plan
• The subscription request workflow
• How to audit license usage with the Active Users report

Prerequisites

Required: You must have an Administrator role to view and manage subscriptions and licenses.

Navigating to Subscriptions

1. Click Settings in the left sidebar.
2. Select Subscription (or navigate to Settings > Billing > Subscription).
3. The Subscription page displays your current plan details, license usage, and billing information.

Subscription Plans

Udyamo HRMS offers four subscription tiers, each designed for organizations at different stages of growth.

Plan Comparison

Tip: The Free Trial includes most features so you can evaluate the platform comprehensively before committing to a paid plan. No credit card is required for the trial.

Plan Details

Free Trial

• Duration: 14 days from registration
• Employee limit: 25
• Purpose: Evaluate Udyamo HRMS features and suitability for your organization
• Conversion: At the end of the trial, you can upgrade to a paid plan. If you do not upgrade, the account enters a read-only state — data is preserved but no new actions can be performed.

Basic Plan

• Best for: Small businesses with 10-50 employees
• Core features: Employee management, attendance, leave, payroll, statutory compliance
• Support: Email support during business hours

Pro Plan

• Best for: Growing organizations with 50-500 employees
• Enhanced features: Everything in Basic, plus SSO, MS Teams integration, advanced reports, loans, reimbursements, advances
• Support: Email and chat support with faster response times

Enterprise Plan

• Best for: Large organizations with 500+ employees or complex requirements
• Full features: Everything in Pro, plus custom branding, API access, dedicated support, custom report builders
• Support: Dedicated account manager, phone support, SLA-backed response times
• Pricing: Custom pricing based on negotiated terms

Viewing Current Subscription Details

The Subscription page shows all relevant details about your current plan.

Subscription Information Fields

Understanding Licenses

A license in Udyamo HRMS represents the right for one employee to access the system. Each active employee consumes one license. The total number of licenses purchased determines how many employees can use the platform simultaneously.

License States

License vs. Employee Count

Warning: If you have more active employees than licenses, some employees may not be able to log in or access certain features. Monitor your license count closely, especially during hiring periods.

License Assignment

Udyamo HRMS supports two modes of license assignment: automatic and manual.

Automatic License Assignment

When automatic assignment is enabled, the system automatically assigns a license to every new employee added to the organization (provided licenses are available in the pool).

Enabling Auto-Assignment

1. Navigate to Settings > Subscription.
2. Locate the License Assignment section.
3. Toggle Auto-Assign Licenses to on.
4. Click Save.

How auto-assignment works:

Tip: Auto-assignment is recommended for most organizations. It ensures new employees get immediate access without manual intervention.

Manual License Assignment

When automatic assignment is disabled, administrators must explicitly assign licenses to employees.

Assigning a License Manually

1. Navigate to Settings > Subscription > Licenses (or Employees > License Management).
2. The page shows a list of employees and their license status.
3. Locate the employee who needs a license.
4. Click Assign License next to their name.
5. The employee's license status changes to Assigned.

Unassigning a License

1. Navigate to the license management page.
2. Locate the employee whose license you want to remove.
3. Click Unassign License.
4. Confirm the action.
5. The license is returned to the available pool.

Warning: Unassigning a license prevents the employee from logging in and using Udyamo HRMS. Use this for employees who are temporarily inactive or who do not require system access (e.g., contractors managed outside the system).

License Assignment Table

The license management page displays:

Managing License Quantity

As your organization grows, you may need to purchase additional licenses.

Adding Licenses

1. Navigate to Settings > Subscription.
2. Click Change Quantity (or Add Licenses).
3. Enter the new total license quantity.
4. The system calculates the prorated cost for the remainder of the current billing term.
5. Review the cost summary.
6. Click Confirm to process the purchase.
7. The new licenses are immediately available for assignment.

Reducing Licenses

1. Navigate to Settings > Subscription.
2. Click Change Quantity.
3. Enter a lower total license quantity.
4. The system checks that the new quantity is not less than the current number of assigned licenses.
5. If valid, the reduction takes effect at the next billing renewal (you retain current licenses until term end).
6. If the new quantity is less than assigned licenses, you must first unassign licenses from some employees.

Tip: Plan your license purchases quarterly. Review your headcount forecast and adjust licenses proactively to avoid disruptions.

Subscription Renewal

Auto-Renewal

By default, subscriptions auto-renew at the end of each billing term.

Managing Auto-Renewal

1. Navigate to Settings > Subscription.
2. Locate the Auto-Renewal toggle.
3. Switch it on or off.
4. Click Save.

Warning: If auto-renewal is off and the subscription expires, the system enters a read-only state. Employees can log in and view data, but cannot perform actions (submit leave, run payroll, etc.). Renew promptly to restore full functionality.

Manual Renewal

If auto-renewal is disabled:

1. Navigate to Settings > Subscription before the term end date.
2. Click Renew Subscription.
3. Confirm the plan and license quantity.
4. Process the payment.
5. The subscription is renewed for a new term.

Upgrading or Downgrading Plans

Upgrading

You can upgrade from a lower-tier plan to a higher-tier plan at any time.

1. Navigate to Settings > Subscription.
2. Click Change Plan (or Upgrade).
3. Select the desired plan (e.g., Basic to Pro, or Pro to Enterprise).
4. Review the feature differences and cost changes.
5. The system calculates the prorated cost for the remaining term.
6. Click Confirm Upgrade.
7. New features are available immediately.

Downgrading

Downgrading to a lower-tier plan is also possible, but with restrictions.

1. Navigate to Settings > Subscription.
2. Click Change Plan (or Downgrade).
3. Select the target plan.
4. The system checks for feature dependencies:

5. Acknowledge the feature changes.
6. The downgrade takes effect at the next billing renewal. You retain current features until the term ends.

Warning: Downgrading does not delete data. Features that are no longer available are simply hidden. If you upgrade again later, the data is still there.

Subscription Request Workflow

For organizations with procurement processes, Udyamo HRMS supports a subscription request workflow using the SubscriptionRequest model.

How It Works

1. An administrator initiates a subscription change (new plan, additional licenses, renewal).
2. Instead of processing immediately, the system creates a Subscription Request.
3. The request is routed to an approver (e.g., finance manager or procurement head).
4. The approver reviews the request details — plan, quantity, cost, and term.
5. The approver approves or rejects the request.
6. If approved, the subscription change is processed.
7. If rejected, the administrator is notified with the rejection reason.

Request Statuses

Tip: The subscription request workflow is optional and configurable. Smaller organizations may choose to skip the approval step and process subscription changes immediately.

Viewing Subscription History

Udyamo HRMS maintains a complete history of all subscription-related events.

Accessing Subscription History

1. Navigate to Settings > Subscription.
2. Click History (or scroll to the Subscription History section).
3. The history log shows:

Active Users Report for License Audit

The Active Users Report (detailed in Chapter 43: Reports) is your primary tool for auditing license usage.

Running a License Audit

1. Navigate to Reports > Active Users Report.
2. Review the report columns:
   • Employee name and ID
   • Account status (Active, Inactive, Terminated)
   • License assigned (Yes/No)
   • Last login date
   • Days since last login
3. Identify:
   • Unused licenses: Employees with assigned licenses who have not logged in for 30+ days
   • Unneeded licenses: Terminated or inactive employees who still have licenses assigned
   • License shortfall: Active employees without assigned licenses
4. Take action:
   • Unassign licenses from inactive or terminated employees
   • Assign available licenses to active employees who need them
   • Purchase additional licenses if the shortfall cannot be resolved by reallocation

Tip: Run the Active Users Report monthly. Align it with your monthly headcount review to ensure license counts stay in sync with your workforce.

Subscription Status Reference

Common Errors and Solutions

Best Practices

1. Start with the Free Trial. Evaluate all features before committing to a paid plan.
2. Choose annual billing for savings. Annual subscriptions typically offer a discount compared to monthly billing.
3. Enable auto-assignment. Reduce administrative overhead by letting the system handle license assignment.
4. Audit licenses monthly. Use the Active Users Report to keep license counts aligned with your workforce.
5. Plan for growth. Purchase licenses slightly ahead of hiring to avoid delays when onboarding new employees.
6. Keep auto-renewal on. Avoid service interruptions caused by forgotten renewals.
7. Use the subscription request workflow for larger organizations where procurement approval is required for purchases.

Quick Reference

What Comes Next

This is the final chapter of the Udyamo HRMS User Guide. For quick reference on terms and concepts used throughout this guide, see the Glossary.