Cisco WebEx Meetings Server Administration Guide Release 2.0
Managing Licenses
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Managing Licenses

Managing Licenses

Managing Licenses

A system supported by a single data center does not require a system license. When you initially deploy this product, you are given a 180-day trial period that allows an unlimited number of Host licenses. After your free trial period expires, you are required to purchase Permanent Host licenses all users who host meetings. Licenses are not required for users who schedule or attend meetings, but do not host any meetings.

About Host Licenses

This product has Host-based Licensing requiring that you purchase a license for each user that hosts meetings. A user does not consume a Host license by attending or scheduling a meeting on behalf of others. The license usage calculation occurs once per month, for example, once from January 1 through 31, and once from February 1 through 28, and so forth.

From the Reports page, you can request a report that provides the total number of licenses consumed. In addition, we recommend that you view the PDF Summary Report that shows license consumption trends. By viewing the overall license trend, you can plan for future license purchases more effectively, to match the growing adoption of this system within your company.

Types of Host Licenses

A Host license is required to host a meeting. A licence is not required to schedule or attend a meeting. The types of Host licenses are:

  • Permanent Host License—An installed Host license purchased to allow a user to host meetings that is assigned to that user the first time that person hosts a meeting. If there is a user with a Grace license and a Permanent Host license becomes available, either by removal of a host or the purchase of additional Permanent Host licenses, the permanent license is assigned to the host with a Grace license.

    In versions 2.0 and earlier, a user can consume more than one Host license. For example, in a scenario where a user hosts two meetings at the same time. (See Consumption of Licenses Version 2.0 and Earlier.) At the end of the month, permanent licenses are released for use by other hosts or retained for each user that continues to host meetings. If someone attempts to host a meeting and:

    • There are no licenses available.

    • The license of the host has expired since the meeting was scheduled or the meeting host has been deactivated.

    An error message displays and the meeting cannot be started. (See Exceeding the Number of Available Licenses.)

  • Trial Host License—Temporary Host license assigned automatically in a systems that is in the Trial period.

  • Grace Host License—A temporary license consumed by a meeting host in a Permanent License environment where all of the permanent licenses have been consumed. A limited number of Grace Host Licenses are temporarily available for a system with Permanent Host Licenses (a system not in a trial period) if the number of installed licenses is briefly exceeded. Warnings about the excess licenses are displayed to the administrator. Temporary Grace Host licenses in this scenario are associated with a user for 180 days. When a Permanent Host license becomes available, the Permanent Host license is associated with the user and the Grace license is released. (See Exceeding the Number of Available Licenses for more information on system behavior when the number of Permanent Host licenses is exceeded.)

  • Demonstration License—Temporary host licenses with varying valid durations provided by a vendor on a case-by-case basis. (They are primarily used for testing.) When these licenses expire, your system returns to its previous license status. A Demonstration Host license expires weather or not it is assigned to a user.

  • Local Host Licenses—Licenses managed on the local data center.

  • Remote Host Licenses—Licenses managed by using Active Directory.

  • Expired Host License—A temporary host license that has been invalidated because the time allotted has been exceeded. A user with an Expired Host license can still attend meetings and schedule meetings for others.

License Status of Users

This section describes the relationship between the status of users and how host licenses are counted:

  • Participant—An individual that attends meetings, but does not host meetings, and does not have control over the host features, such as presenting content unless the participant is designated by a host to be the presenter. No host licenses are consumed by meeting participants. This user can also schedule meetings on behalf of others without consuming a host license.
  • Meeting Host--Schedules and attends meetings in the capacity of the meeting host, and is allowed control over selected features, such as identifying a presenter or muting another participant. Hosting a meeting consumes a license and that license is retained by that user for the balance of the month. The Host license can take several forms. (See Types of Host Licenses for more information on Host license forms.)
  • Alternate Host--Identified when the meeting is scheduled as someone who can assume the host role in the absence of the meeting host. If the meeting host who scheduled the meeting does not attend, the alternate host is given control over most of the same features as the meeting host. If both the individual identified as an alternate host and the meeting host attend the meeting, the status of the alternate host from a licensing perspective is participant. If the host fails to attend the meeting, a license is consumed by the alternate host.The license needed to host the meeting is validated against the status of the user who scheduled the meeting. In other words, the user who scheduled the meeting must have a valid license at the time of the meeting, even if that user does not attend the meeting.
  • Join Before Host (JBH)--Allows participants to join a meeting before the arrival of the host or an alternate host.
  • Overlapping Meetings--Two or more meetings that are scheduled during the same time of day by the same host. When a meeting host or an alternate host starts overlapping meetings, additional licenses might be consumed, depending on the version of the system. In version 2.0 and earlier, an individual can schedule overlapping meetings, but the individual cannot host more than one meeting at a time. An overlapping meeting occurs when the host of one meeting leaves that meeting to start another meeting, and the first meeting continues under the direction of a different individual acting as host. See Consumption of Licenses Version 2.0 and Earlier for more information.
  • Meeting Grace Period--In version 2.0 and earlier, a 15-minute overlap period where the same host can host two simultaneous meetings without consuming more than one license is allowed. If the host exceeds the grace period, two licenses are assigned to the host The meeting grace period only applies when JBH is enabled and a meeting is started by an attendee who is not the host. Starting in version 2.5, there is no need for a meeting grace period; a licensed user can host two meetings that are scheduled during the same time-of-day.

Exceeding the Number of Available Licenses

During the free trial period, the number of licenses available on any size system is unlimited. Once you have purchased and installed licenses on your system, you must make sure you have enough Installed licenses to accommodate all hosts on your system. Your system checks every month to determine if there are enough Installed licenses for all active hosts. The license count is reset each calendar month.

If the number of installed licenses is briefly exceeded, a Grace license can be acquired by a new host. (Grace licenses are described in detail in Types of Host Licenses.)

If the number of active hosts on your system regularly exceeds the number of Installed licenses, an email is sent to the administrator indicating that the number of Installed licenses has been exceeded and recommends purchasing additional licenses. You must reduce your license usage or increase the number of licenses on your system so that it meets or exceeds the number of active hosts.

The audit manager runs once per day (at 2:00 a.m.) to adjust the number of licenses used as necessary. At the end of each month the system checks license usage. If the number of hosts has dropped below the number of Installed licenses, the licenses exceeded condition ends. If the number of active hosts still exceeds the number of licenses, email is sent to the administrator each month indicating that the licenses exceeded condition still exists. In version 2.0 and earlier, the date when the system will be disabled is included in the email. If a licenses exceeded condition exists for six months, your system is disabled and administrators receive licenses exceeded emails and dashboard notices informing them that they must either reduce license consumption or purchase more licenses. Users see a Site under maintenance message on the WebEx site; they will be unable to schedule, host, or attend meetings, or access recordings on your system.

In all versions, the Administration site continues to be available, so an administrator can sign in, add licenses, and restore users ability to host meetings and access recordings.

Consumption of Licenses Version 2.0 and Earlier

Host licenses are consumed in systems running version 2.0 and earlier as follows:

  • Licenses are never consumed by scheduling meetings or by participants. When scheduling a meeting, the meeting host can identify alternative hosts. Identifying alternative hosts or someone scheduling a meeting on behalf of others does not consume licenses. When attending a meeting, the individual scheduling a meeting is identified as the meeting host by default.
  • One license is consumed and associated to an individual the first time they start a meeting in a given month and are identified as the host of that meeting. If an individual starts any more non-overlapping meetings during the month, no additional licenses are consumed. If during the next month the same individual does not attend any meetings as a host, zero licenses are consumed by that individual for that month. That individual can attend meetings as a participant without consuming a license.
  • One additional license is consumed and associated to an individual for every overlapping meeting attended by that individual as the host of those meetings. For example, an individual who attends two meetings in the capacity of host in the same time period consumes and is associated to two licenses for the month (one as host and one for the overlapping meeting). If that individual later starts four meetings that overlap the same time period, five licenses are consumed (one as host, one for the previous overlapping meeting, and three for the recent overlapping meetings). And so forth.
  • No additional licenses are consumed when an individual identified as an alternate host that has not yet consumed a license that month, starts a meeting and the meeting host joins the meeting.
  • One license is consumed and associated with an alternate host for the rest of the month when an alternate host who has not yet consumed a license that month attends a meeting in the capacity of the host and the meeting host who scheduled the meeting fails to join that meeting.

The scenarios in the table assume that in every example, it is the first time that a user has hosted a meeting in that month.

Scenario Meeting Date Meeting Time Licenses Consumed
User A schedules a meeting, but the meeting is never started. January 1 9:00 a.m. to 10:00 a.m. 0
User B starts a meeting. January 2 9:00 a.m. to 10:00 a.m. 1
User C hosts two or more meetings that do not overlap. January 3

January 3

January 4

9:00 a.m. to 10:00 a.m.

2:00 p.m. to 2:30 p.m.

10:00 a.m. to 11:00 a.m.

1
User D hosts two meetings that overlap the same date and time. January 6

January 6

9:00 a.m. to 10:00 a.m.

9:30 a.m. to 10:00 a.m.

2
User E starts two meetings that overlap the same date and time. The host that started both meetings and an alternate host hosts the second meeting.

January 6

January 6

9:00 a.m. to 10:00 a.m.

9:30 a.m. to 10:00 a.m.

3

One Host license consumed by the host that started each meeting and one license is consumed by the alternate host.

User F starts two meetings on the same date and leaves both meetings. The meetings are each hosted by an alternate host. January 7

January 7

9:00 a.m. to 10:00 a.m.

9:00 a.m. to 10:00 a.m.

2

One Host license for each for the original host and one for the alternate hosts that continued one of the meetings.

User G starts a meeting and passes host rights to another participant during the meeting. The host of the first meeting then starts a second meeting that runs simultaneously with the first meeting. January 8

January 8

9:00 a.m. to 10:00 a.m.

9:30 a.m. to 10:00 a.m.

2

One Host license for each for the original host and one for the alternate hosts that continued one of the meetings.

User H starts a meeting that has Join Before Host enabled. A host joins the meeting. The first user then schedules a second meeting that runs simultaneously with the first meeting, but all of the second meeting participants join the teleconference only (not the web portion) option selected. January 11

January 11

9:00 a.m. to 10:00 a.m.

9:00 a.m. to 10:00 a.m.

2
User J schedules a meeting. Join Before Host is enabled. Participants join, but neither the meeting host nor an alternate host attends the meeting and all participants leave the meeting. January 11 9:00 a.m. to 10:00 a.m. 1

Obtaining Licenses

During the Single-data Center trial period, use your dashboard to view usage, resource history, and meeting trends to determine how many users are hosting and attending meetings on your system. After you have been using the product for a few months, you can use your monthly summary reports and customized details reports to help you determine how many Permanent Host licenses you need. Your monthly summary reports display statistics on service adoption and user license usage. Service Adoption statistics show you the rate at which new users are adopting your system by displaying the rate of adoption for the previous three months and predicting the growth rate over the next three months. Host License statistics display host license usage over the previous three months and expected growth over the next three months.

Obtain Host licenses by:

Refer to the Managing Licenses section of Cisco WebEx Meetings Server Administration Guide for more information on managing your licenses.

License Manager Connection

When you purchase licenses, you use an embedded license manager tool to enter your PAK and register your licenses. License manager performs synchronization every 12 hours to update the license status and last compliance time. If two days pass with no connection to a license manager, an email is sent to your administrator to inform him that a license manager is unable to synchronize with your system. You are given a 180-day grace period to reconnect to a license manager.

A new email is sent to the administrator at the end of each month that the system is unable to connect with license manager to indicate the date when the system will be disabled. If your system reconnects with license manager before the six-month grace period passes, this condition ends.

If your system does not reconnect with license manager within 180 days, your system is set to maintenance mode and cannot be enabled until the issue is resolved. The email message informs the administrator of the date when this will occur. When your system is in maintenance mode, users are not able to schedule, host, or attend meetings, or access recordings on the system. The Administration site functions normally, so an administrator can sign in to the system, but the system must reconnect with license manager to end this condition and restore the ability for users to schedule, host, attend meetings, and access recordings.

Fulfilling Licenses by using the License Manager

Obtain Host licenses by using the embedded Cisco Enterprise License Manager:

Before You Begin

Contact your sales representative to order Host licenses for your system. Your sales representative will send you an email that contains your Product Authorization Key (PAK).

Procedure
    Step 1   Sign in to the Administration site.
    Step 2   Select System and then select the View More link in the Licenses section.
    Step 3   Select Manage Licenses

    Your browser opens a new tab or window containing a license manager. (The license manager is embedded in Cisco WebEx Meetings Server; it is not an external web site.)

    Step 4   Select License Management > Licenses.
    Step 5   Select Generate License Request.

    The License Request and Next Steps dialog box appears.

    Step 6   Copy the highlighted text in the field and select Cisco License Registration.
    Step 7   Log in to your Cisco account and display Product License Registration.
    Step 8   Enter the Product Authorization Key (PAK) that you received from your Cisco sales representative in the Product Authorization Key field and select Next.

    The Fulfill PAK page or Assign SKUs to Devices tab appears.

    Step 9   Enter the quantity of licenses from each PAK that you are activating in the Quantity to Assign field.
    Step 10   Paste the contents of the License Request that you generated and copied into the Paste the content.... field and select Next. The Review tab displays.
    Step 11   Make sure the contact email address is correct. Optionally change the contact email address in the Send to field.
    Step 12   Review the page and select I agree to the Terms of the license.
    Step 13   Select Get License

    The License Request Status dialog box appears.

    Step 14   Obtain your license file in one of the following ways:
    • Select Download to download your license file (.bin).
    • Extract your license file (.bin) from the ZIP archive sent to you by email.
    Step 15   Return to the Administration site and select System and then select the View More link in the Licenses section.
    Step 16   Select Manage Licenses.

    Your browser opens a new tab or window containing license manager.

    Step 17   Select Install License File.
    Step 18   Select Browse and select the license file (.bin) that you downloaded or extracted from the ZIP file in your email.
    Step 19   Select Install.

    Your license file is installed. Check the license information that is displayed to ensure that it is correct.

    Step 20   Select Current in the Fulfilment Date column.

    The License Fulfilment page appears. Verify that the information displayed in the Licenses Fulfilled section is correct.


    Fulfilling Licenses by using eFulfilment

    Fulfill the license order by entering the Product Authorization Key (PAK) in the license manager without using the web site.

    Before You Begin

    Contact your Cisco sales representative to order Host licenses for your system. Your sales representative will send you an email that contains your Product Authorization Key (PAK).

    eFulfillment requires that a network connection between the system and Cisco Systems, Inc. can be established. Verify that your system is not behind a firewall that does not allow access. If access is not allowed, use file-based fulfillment (see Fulfilling Licenses by using the License Manager) or contact TAC to open a case for ordering licenses (see Fulfilling Licenses by Contacting TAC.

    Procedure
      Step 1   Sign in to the Administration site.
      Step 2   Select System and then select the View More link in the Licenses section.
      Step 3   Select Manage Licenses

      Your browser opens a new tab or window containing the license manager embedded in Cisco WebEx Meetings Server. (The license manager site is not an external web site.)

      Step 4   Select Fulfill Licenses from PAK. The Fulfill Licenses from PAK wizard appears.
      Step 5   Enter the PAK that you received from your Cisco sales representative in the Product Authorization Key field and select Next.

      The Fulfill PAK page appears.

      Step 6   Select Add licenses from a new PAK.
      Step 7   Enter the PAK code in the * PAK code box and select Next.
      Step 8   Log in by using your cisco.com user ID and password. The Fulfill Licenses window appears indicating the number of licenses available.
      Step 9   Select Fulfill in the Actions column.
      Step 10   Click the Install column to edit the values.
      Step 11   Enter the number licenses you want to fulfill for this system. If the PAK supports partial fulfillment, the range is from 1 to the number of licenses remaining in the PAK.
      Step 12   Select Save.
      Step 13   Select OK. The Fulfill Licenses window appears. The value in the Install column shows the number of licenses you elected to fulfill.
      Step 14   Select Next. The Review Contents window appears. The Current Values column shows the number of active licenses. The After Fulfillment column shows how many licenses you will have when eFulfillment is complete.
      Step 15   Select Next.
      Step 16   Select By checking this box I acknowledge that I have read, understand, and agree to be bound by, the terms and conditions of the End User License Agreement.
      Step 17   Select Finish. A Connecting to license server progress bar displays while the license manager connects to Cisco to fulfill your licenses. When the eFulfillment is complete, a new line added in the Licenses window. The Fufillment Date column shows the current date followed by - Current. You can select this link to display the details of your licenses, including the type and number of licenses that are installed on this system.

      Fulfilling Licenses by Contacting TAC

      Before You Begin

      Obtain your registration ID number. You can find your registration ID number by opening your Enterprise License Management tool and selecting About.

      Procedure
        Step 1   Sign in to the Administration site.
        Step 2   Select Support and call the TAC at the listed number.
        Step 3   File a case, requesting the number of Host licenses you want.

        We process your request and enable the additional licenses on your system.

        Step 4   Select System.
        Step 5   Check the License section to confirm that the licenses have been added.

        Host License Re-hosting

        Re-hosting allows the original Host licenses to be used on the modified system for a limited period of time. For example, when a system is upgraded from version 1.5 to version 2.0, Host licenses can be re-hosted for180 days before they must be replaced by licenses valid for the version of the updated system. If the licenses are not re-hosted, they cannot be upgraded. If they are not replaced within 180 days of modifying the system, the system goes into Maintenance Mode until the issue of the licenses is resolved.

        Following a software upgrade:

        • If the original system was operating without licenses and within the free-trial period, the remaining number of license-free days is transferred to the modified system.
        • If the original system had valid licenses, those licenses are valid for up to 180 days before they must be replaced. (See Re-hosting Licenses after a Major System Modification).

        Accessing the GLO Request Form

        To display the Global Licensing Operations (GLO) request form, select Contact Us on the Product License Registration page (https:/​/​tools.cisco.com/​SWIFT/​LicensingUI/​Quickstart). On the GLO Support Contact Information page, select request.

        Before You Begin

        Be prepared to provide the following information:

        • Contact information

        • Problem description

        • Product name and licensing activity (such as resend license information or upgrade license)

        • Entitlement information (such as a product serial number)

        Re-hosting Licenses after a Major System Modification

        After a system has been modified as the result of an action, such as an upgrade or expansion, and testing is complete, the next step is to re-host your licenses. Re-hosted licenses are automatically invalidated on the original system. Before you begin the re-host, preserve a license request from the original system in case it is needed to re-host the licenses on the original system due to some error in modifying that system.

        When re-hosting licenses, the number of licenses that you can re-host is limited to the number of licenses on the original system. The preferred method of re-hosting licenses is through the Product License Registration portal.

        If the original system had Host licenses, the modified system allows you a 180-day period before Host licenses are required, allowing you time to test the upgraded system before re-hosting the original licenses on the upgraded system. Once the licenses are re-hosted, the trial period ends. Re-hosting can be done by using the Product License Registration Portal at http:/​/​tools.cisco.com/​SWIFT/​LicensingUI/​Home. (See Accessing the GLO Request Form.)

        Generate a License Request

        To acquire a license request for the original system:

        Procedure
          Step 1   From the original system Administration window, select System.
          Step 2   Select (under Licenses) view more > Manage Licenses.
          Step 3   Select Other Fulfillment Options > Generate License Request.
          Step 4   Copy the content and save the license request in a file on the PC.

          What to Do Next

          Register the licenses. See Register Licenses to be Re-hosted for instructions.

          Register Licenses to be Re-hosted

          To use the Product License Registration portal, Log in at https:/​/​tools.cisco.com/​SWIFT/​LicensingUI/​Quickstart. You are sent an email containing your re-hosted licenses. Note that if you are doing the re-host as part of a software upgrade, you must re-host (see Re-hosting Licenses after a Major System Modification) and update the old version of the licenses on your updated system. An error message, such as You are using an invalid license file with your current deployment might display on the administration site of your upgraded system. This is expected. An expiration date indicating when your system will be Maintenance Mode is included in the message. Upgrade your licenses before the expiration date or your system will be Maintenance Mode.

          What to Do Next

          After re-hosting the licenses, complete the license upgrade before the date shown to assure the uninterrupted use of the system. See Fulfilling Licenses by using the License Manager for more information.

          Upgrading Licenses after a Software Modification

          After a software modification, installed licenses are re-hosted from the original system on the upgraded system. (See Re-hosting Licenses after a Major System Modification for more information.) After the licenses have been re-hosted, they can be upgraded for use on the upgraded system.

          The association of users to licenses is deleted. Users are associated with licenses the first time they host a meeting.

          To upgrade your Installed licenses by using eFulfilment:

          1. Obtain a Product Authorization Key (PAK) code from your vendor.
          2. From the System window select (under Licenses) view more>Manage Licenses> Licenses> Fulfil Licenses from PAK. The Fulfil Licenses from PAK window is shown.
          3. Enter the PAK code and select Next.
          4. Log in by using your cisco.com account credentials. The Fulfill Licenses from PAK window is shown.
          5. Click the Install column to select the number of licenses you want to install.
          6. Indicate the number of licenses to be installed and select Save. The licenses are installed on the system as part of the eFulfillment from the PAK.

            Note


            The number of licenses that you can install is limited to the number of licenses available from the upgrade PAK and cannot exceed the number of licenses that were re-hosted from the original system.

          To upgrade the version of your Installed licenses from a license file:

          1. Obtain a license file from your vendor by using cisco.com/go/license.
          2. From the System window select (under Licenses) view more>Manage Licenses> Licenses> Fulfil licenses from file. The Install Licenses File window is shown.
          3. Browse in the license file. The file is shown on the Licenses window.

          The licenses are updated.