Overview
Activate Licenses & Phone Numbers provides a comprehensive framework for managing software licences, subscriptions, and related assets throughout their lifecycle. It combines assets, workflows, tasks, and dashboards to give procurement teams and administrators complete visibility and control over licence usage, renewals, and compliance.
This product operates in conjunction with Activate Access Hub, which provides the service catalogue and fulfilment workflows that underpin licence allocation and tracking. It enables organisations to import licence and subscription data, associate them with users, and present this information through the Activate Web Portal.
Core Capabilities
Activate Licenses & Phone Numbers includes a range of features designed to automate and simplify the management of software licences and subscriptions across the organisation:
- Display license and subscription cost details, including upfront and recurring fees, to users and managers.
- Schedule expiry confirmation processes for high-cost or high-demand software such as Microsoft Project.
- Create and assign new licence or subscription assets to users.
- Maintain metadata such as vendor, purchase date, renewal date, and serial number for each record.
- Assign licences and subscriptions to users as part of an Activate Service Request.
- Provide a centralised dashboard for procurement teams to allocate, receive, and manage licences.
- Enable CSV export and import for bulk management of data.
- Support workflows for returning, reassigning, or renewing licences and subscriptions.
Key Benefits
Lifecycle Management
Track licence and subscription assets from purchase through to disposal. Key data — such as software vendor, purchase date, and serial number — is stored within Activate and kept current through automated workflows.
Customisable Properties
Activate’s flexible data model allows additional fields or metadata to be added, ensuring the product can adapt to specific business or compliance requirements.
Ownership and Cost Centres
Each licence or subscription can record both the user consuming it and the owner (individual or department). Cost centre information is automatically updated as users move within the organisation, ensuring financial accuracy without manual maintenance.
Integrated Provisioning
When used with Activate User Manager, licences and subscriptions can be automatically allocated or reclaimed during user onboarding or offboarding, improving accuracy and reducing manual workload.
Microsoft 365 Integration
Activate supports direct integration with Microsoft 365, enabling automated provisioning, updates, and removal of assigned licences and subscriptions.
Auditing and Reporting
Built-in dashboards and reports provide visibility by user, department, location, or cost centre, ensuring transparent oversight of licence usage and compliance.
External Integration
Activate can synchronise data with third-party systems such as configuration management databases (CMDBs) or financial systems, maintaining consistency across enterprise tools.
By combining automation, lifecycle tracking, and integration, Activate License and Subscription Manager provides a single, governed source of truth for managing software and subscription assets efficiently and transparently across the organisation.