[Navigation] Utilities > License Manager
[Accordion] Overview
The License Manager feature gives administrators a clear, centralized view of user licensing across the system. It lets you easily track purchased, assigned, and available licenses by category (such as Provider, Admin/Other, ePrescriber, and Telehealth), so that you can manage usage and purchase with confidence.
[Permissions] The staff member must have Administrative Privileges granted to use the License Manager [Staff > Staff Info > System Permissions > User Has Administrative Privileges]
[Accordion] Getting Started
The License Manager provides a centralized view of purchased, assigned, and available user licenses by category, enabling confident tracking and management.
- License Expiration Date: Shows the date when the license will stop being valid
- User License Breakdown (Available on Standard Licensing Models): Shows how many user licenses are purchased, how many are currently in use, and the remaining count available for future users. User licenses will be consumed when you have an active Staff Info record
- User License Breakdown: Provider (Available on Provider/Admin Licensing Models): Shows how many Provider licenses are purchased, how many are currently in use, and the remaining count available for future users. Provider licenses will be consumed when you have an active Staff Info record with a Staff Type of Clinical, Supervisory, or Supervisory & Clinical
User License Breakdown: Admin/Other (Available on Provider/Admin Licensing Models): Shows how many Admin/Other licenses are purchased, how many are currently in use, and the remaining count available for future users. Also displays the breakdown of Full and Limited licenses in use. Admin licenses will be consumed when you have an active Staff Info record with a Staff Type of Other.
Limited: Limited licenses will be used when the Limited License Type option is selected on the System Permissions tab of Staff Info. Users with this restriction will not be able to log in to ClinicTracker, and are only available for tracking purposes (for example, selecting their name in a dropdown menu)
ePrescriber License Breakdown: Shows how many ePrescriber licenses are purchased, how many are currently in use, and the remaining count available for future users. It also identifies non-prescriber accounts marked as non-billable. ePrescriber licenses will be consumed when you have a Staff Info record with the Can Prescribe checkbox enabled
- Telehealth License Breakdown: Shows how many Telehealth Connector licenses are purchased, how many are currently in use, and the remaining count available for future users. Telehealth Connector licenses will be consumed when the Activate Telehealth Integration is enabled in the Additional Options > Telehealth tab of a Staff Info record
- ASAM License Breakdown: ASAM CONTINUUM: Shows how many ASAM CONTINUUM licenses are purchased, how many are currently in use, and the remaining count available for future users. ASAM CONTINUUM licenses will be consumed when Comprehensive Assessment is enabled in the System Permissions tab of a Staff Info record
- ASAM License Breakdown: ASAM CO-Triage: Shows how many ASAM CO-Triage licenses are purchased, how many are currently in use, and the remaining count available for future users. ASAM CO-Triage licenses will be consumed when CO-Triage Assessment is enabled in the System Permissions tab of a Staff Info record
- Wiley License Breakdown: Shows how many Wiley Treatment Planner licenses are purchased, how many are currently in use, and the remaining count available for future users. Wiley licenses will be consumed when Enable Wiley Access is checked in the System Permissions tab of a Staff Info record
- Clinical Scribe License Breakdown: Shows how many Clinical Scribe (Artificial Intelligence) licenses are purchased, how many are currently in use, and the remaining count available for future users. Clinical Scribe licenses will be consumed when Enable Clinical Scribe Access is checked in the System Permissions tab of a Staff Info record
[[lbl:Purchase Additional Licenses]] Click/Tap to purchase additional licenses
Increase licenses for Provider, Admin/Other, Telehealth, ASAM, Wiley, and Clinical Scribe users by entering the number to add for each category, then click Submit to complete the purchase.
[Note] When you enter a value (e.g., add 1 Telehealth license) and submit, License Manager updates instantly, your purchased count increases, and the remaining licenses adjust accordingly. The licenses you have added are available for use immediately. You will be invoiced according to your Software License Agreement.
[[img:more_vert]] More Options:
- Create New User: Opens a blank Staff Info form to add a new staff member
- View License Holders: Opens a list/grid showing every user with an active license, along with usage status
[Note] Click/Tap the [[img:visibility >> lbl:View]] to display the specific license holder list
[Accordion] FAQs
[Q] What is the difference between a Full and Limited License?
[A] The differences between a Full, Partial and Limited License are as follows:
- Full License: Assigned to standard users who actively log into the system. Fully-licensed users consume 1 license
- Partial License: Assigned to part-time users who require system access for limited hours (typically up to 30 hours per month). Each Partial License consumes 0.5 of a license, making it a cost-effective option for reduced usage.
Limited License: Assigned to someone who will not log into the system, but whose name should appear in the program for scheduling and other purposes. Limited Licenses will not count toward your allotment of licenses
[Accordion] Related Articles