❓ License Management: Understanding and Managing Trial Licenses

What is a trial license?

FTAPI uses a "Soft Licensing" model. This means that administrators can create more user accounts than licenses purchased. If the number of users exceeds the available licenses, temporary trial licenses are automatically created for the excess accounts.

A trial period begins as soon as a user is added to a license-required group, but no more free licenses are available. The standard duration is usually 30 days.

What happens during the trial period?

During the trial period, users with a trial license can use all licensed features based on their group membership without restrictions. Administrators are informed about this process transparently:

• Notification at start: As soon as a trial period starts, all administrators receive an email notification about the license excess. This email specifies the exact remaining trial period in days.
• Regular reminders: Administrators receive regular updates about the remaining duration of the trial period.
• No user notification: Notifications about the trial status are sent exclusively to administrators, not to the affected users themselves.

What happens after the trial period expires?

If no new license is purchased and assigned to the user before the end of the trial period, the following consequences apply:

• Deactivation of all features: All functions are deactivated for the suspended account. This also affects license-free basic functions such as logging into the web interface or receiving deliveries. However, the account is not deleted.
• Notification upon expiration: Administrators receive an email informing them about the end of the trial period and the resulting suspension of the account.

How do I manage users with an expired trial license?

An account with an expired trial license can be converted into a licensed or license-free account by an administrator. The following options are available:

1. Automatic assignment: Licenses are automatically assigned by the FTAPI server if a sufficient quantity is available.
2. Release licenses: Licensed accounts that are no longer needed can be deactivated to release licenses.
3. Purchase additional licenses: If no licenses are available, they must be purchased first.
4. Change user group: Move the user to a license-free group (e.g., "Guest"). This gives the user access again to the basic functions enabled for that group.

Important note: Data in data rooms that is accessed exclusively by one user will be irretrievably lost if this user account is deleted.

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