Managing license files

The License Management function supports a term license–based business model. Requests for licenses are routed through the customer's UKG or vendor point-of-contact. A separate file is created for each licensed module and each license has an effective date and an expiration date. Once the request is processed, UKG sends the license file (.lic file.) The Administrator uses the License Management function to import the files. Only one file can be imported at a time.

The following modules require term-based licenses:

UKG GovTA. Provides access to timesheets, leave and premium pay requests, default schedules, and standard reports.
Reports. Provides access to the ad hoc report tool and report scheduling.
Projects. Provides access to adding projects that can be charged against transactions on timesheets.
Minutes. Provides access to the Minutes timesheet which includes Start Time/Stop Time functionality.
Web Services. Provides connective services to external applications.
APIs. Provides an API license, which allows the agency to write API queries and set up a third party application to connect to UKG GovTA.

Support for multi-agency implementations

Host providers may implement multiple agencies on the same installation. This means that multiple term licenses for the same module can be imported with different license seats totals available for each agency. For example, if the implementation includes Agency A, Agency B and Agency C, it's possible to import the UKG GovTA term license for Agency A with 200 seats, a second UKG GovTA term license for Agency B with 300 seats, and a third UKG GovTA term license for Agency C with 400 seats.

This flexibility offers several advantages:

Agencies can install term licenses whenever they want and with the number of seats they want.
Agencies can monitor how many licenses they have used.

Note: It is the Administrator's responsibility to manage how many licenses are assigned to each agency. The application does not restrict or regulate license utilization within a multi-agency implementation set up. The Administrator must manage license utilization so that each agency adheres to its license seat total.

Each term license can have its own Effective and Expiration date range and additional seats can be added at any time. In the event that new agencies are introduced to the installation, additional term licenses can be added.

Terminology

Here's how to understand the following terms:

Module license. This refers to the product module license, for example, UKG GovTA or Reports. Each module license has a term limit that's defined by an Effective Date and an Expiration Date and a specified number of seats.
Seats. This refers to the number of user licenses available in the module license. For example, the module license UKG GovTA may have 500 seats (Number of Licenses) available.
License Locked mode. The system enters License Locked mode when the Expiration Date occurs for the UKG GovTA license. If the installation includes multiple UKG GovTA module licenses--for example, in a multi-agency implementation--the system enters License Locked mode when the furthest projected Expiration Date occurs.
Used. This refers to the number of license seats currently assigned to users in the system.

Example Scenarios

Import new license before current license expires

In this scenario, the Agency has 1,000 licenses each for UKG GovTA, Reports and Projects. The Expiration Date is 08/20/2024. The Agency has procured new licenses with the Effective Date 08/21/2024. The Administrator imports the new licenses into UKG GovTA on 08/15. (Note that the new licenses do not take effect until the old licenses expire.)

When the licenses expire at 11:59:59 PM on 08/20/2024, the new licenses are activated at midnight. User license assignments on the employee profile continue to be assigned and functionality remains available. The License Management page refreshes the data in the Licenses and License Totals tables to indicate the old licenses are Inactive and the new licenses are Active.

Import new license after current license expires (with Grace Period)

In this scenario, the Agency has 1,000 licenses each for UKG GovTA, Reports and Projects. The Expiration Date is 08/20/2024 and the Grace Period date is 09/20/2024. The Agency has procured new licenses with the Effective Date 09/10/2024. The Administrator imports the new licenses into UKG GovTA on 09/02/2024.

When the licenses expire on 08/20/2024, the Grace Period takes effect at midnight and the licenses remain valid. User license assignments on the employee profile continue to be assigned. The new licenses are activated at midnight on the Effective Date 09/10/2024. The user license assignments on the employee profile continue to be assigned and functionality remains available. The License Management page refreshes the data in the Licenses and License Totals tables to indicate the old licenses are Inactive and the new licenses are Active.

Import new license after current license expires (without Grace Period)

In this scenario, the Agency had 400 UKG GovTA licenses that expired on 05/11/2024 without a Grace Period date. The application went into "License Locked" mode on 05/12/2024 and users were not able to log in. The Administrator (who is able to log in when the application is locked) imported new UKG GovTA licenses and the users were able to log in immediately. The user license assignments on the employee profile continued to be assigned during License Locked mode and after the lock was removed. For more details, refer to About invalid licenses.

Import fewer licenses when current license expires

In this scenario, the Agency has 1,000 licenses each for UKG GovTA, Reports and Projects but the Administrator wants to downgrade the number of Projects licenses from 1,000 to 850 when it's time to import new licenses. The application does not allow importing a license with fewer seats than are currently being used. Consequently, the Administrator must first unassign the Projects license from 150 users (Employee Profile > Licenses tab.) When this is done, the Administrator can import the 850 new Projects licenses without encountering errors. As a side note, keep in mind that when users are inactivated in the application, their licenses are automatically unassigned and are available for other users.

Import new license after reaching capacity

In this scenario, the Agency has assigned 1,000 UKG GovTA licenses and the License Totals table indicates there are 0 (zero) Available Licenses. When the Administrator adds a new user and saves the employee profile, a message displays: "All license seats currently in use. New user was not granted a license seat. Employee Profile successfully saved." If the new user attempts to log in, an alert displays on the Log In page: "ALERT: There are no available licenses for UKG GovTA." All users who are currently assigned licenses can continue to use the application; the new user remains in the system but won't be able to log in and use the functionality until more licenses are added (or an existing license becomes available, for example, if a user is inactivated.)

About notifications

The system sends expiration notifications to the Administrator starting 60 days prior to the license expiration date. For more about notifications and the License Expiration Notifications job, refer to About license notifications.

Note: A license may have a Grace Period date to provide a buffer in the event payment isn't received by the expiration date. The license no longer functions after the Grace Period date.

License Management page contents

The License Management page includes these areas: the Licenses table, the License Totals table, the Import License functionality, and the Optional Modules table.

Depending on whether the implementation supports multiple agencies, the License Management page may also include the Licenses Used by Organization table.

Licenses Table

The Licenses table includes these columns:

License. The name of the module associated with the license, for example, "UKG GovTA."
Licensee. The agency using the license.
License Owner. The entity that purchased the license.
Number of Licenses. The number of licenses or "seats" purchased.
Used. The number of license seats currently assigned to users in the system. If the license status is Inactive, the value changes to "N/A" to indicate it is no longer applicable.
Available. The number of license seats currently available to assign to users in the system. If the license status is Inactive, the value changes to "N/A" to indicate it is no longer applicable.
Effective Date. The start date of the license term. The license is effective at 12:00 AM. All licenses remain valid for the term between the Effective Date and the Expiration Date.
Expiration Date. The termination date of the license term. The license expires at 11:59:59 PM.
- To specify the time zone, click System Set Up > Application Management.
Grace Period. The Grace Period date allows the license to continue to be valid after the Expiration Date has passed.
- Example: Let's say the UKG GovTA license Expiration Date is 08/20/2024 and the Grace Period Date is 09/20/2024. When the license expires at 11:59:59 PM on 8/20, the grace period is activated and the license continues to be valid until a new license is installed with an Effective Date prior to 09/20/2024 or the grace period date occurs, whichever happens first. If the Effective Date of the new license is later than the Grace Period date, the application enters "License Locked" mode and users will not be able to log in until the new Effective Date occurs.
Status. Two statuses are available.
- Active. The license is enabled and currently active.
- Inactive. The license is no longer active in the system. (Either the term has ended or another license has taken precedence.) The agency may opt to delete inactive licenses, for example, some agencies may prefer to keep the old licenses as historical data.

The delete option is represented by the trash icon at the end of each row.

License Totals table

The License Totals table tracks specific types of totals for each module. If the implementation supports multiple agencies, the license totals are aggregated by module.

Active Licenses. The number of license seats in the active license.
Used Licenses. The number of license seats currently assigned to users in the system.
Available Licenses. The number of license seats currently available to assign to users in the system.

Licenses by Organization table

If the implementation supports multiple agencies, the Licenses by Organization table displays. The table columns compare used module license seats within top-level organizations. If a user is assigned to a sub-organization, the license is counted in the top-level organization total. If users are assigned licenses but do not belong to any organizations, they are counted in the Users without Org Assignment row.

Optional Modules table

UKG GovTA offers several bonus, optional modules that do not require term-based licenses. Administrators may enable or disable these modules on the License Management page at any time; license files are not required. If enabled, optional modules are enabled for the entire instance.

Advanced Scheduling. Provides access to advanced scheduling tools such as creating and assigning shifts, working with permanent or temporary schedules, and working with schedule templates.
Continuation of Pay. Provides access to tracking work-related injury events.
Emergency Contacts Management. Provides access to managing emergency contact information for employees.
NFC Bi-Directional Interface. Provides access to the Bi-Directional Interface module.
Telework. Provides access to telework agreements and telework requests.

Importing license files

To import license files, take these steps:

Click License Management from the System Set Up section on the main menu. The License Management page opens.
Click Choose File and select the license file.
Click Import License. The Licenses table updates.

Note: If an Alert displays, contact UKG Global Support. License files must have an Effective Date and Expiration Date in order to import successfully.