General Information:
The Journyx application's license key limits the number of users who can do specific actions inside Journyx. These actions include the following:
- Entering Time entries
- Entering Expense entries
- Entering Custom entries
- Entering Journal records, like Project Notes
- Punching in/out
Note: This is not connected to whether or not the user is listed as "active" or "inactive".
Any user who does any of the above will immediately consume a license, and will continue to do so until 30 days after they did the action. For example, if a user enters a Time entry on January 1st they will consume a license between January 1st and January 31st. If a user enters time in the future they will only start to consume a license when that date becomes "today".
If you use Journyx PX: Additionally, the Journyx license key can restrict the number of "Assignment Users". Assignment Users are a user who is assigned to work on a project in Journyx. They will consume a license starting 15 days before the start of the Assignment and extending 15 days after the end of the Assignment. For example, if you assigned a user to work on a project starting April 1st through April 15th the user will consume an Assignment User license from March 17th to May 1st. They can also consume a normal license if they did any of the above actions.
You can continue to report on the historical time of inactive users forever, even if they have "dropped off" your license, without having to archive them off or hide them or anything else. It might be prudent to change off boarding users' passwords or set their end date so that they cannot log in to the system after their departure in order to ensure they are eventually removed from your license count. Hiding a user does not affect the count of their records for licensing.
If your company is high-turnover you may need to over buy a few licenses to cover the period where old employee and new employee are both holding a key. Administrator accounts and Reporter accounts do not normally have any of these types of records in Journyx, so they usually do not count at all towards your license key. An Administrator can enter Project Notes and could consume a license this way.
Reporting on license-consuming users:
You can see who is currently consuming a license by going to
Settings -> System Settings -> System Information
Then selecting "No. of Licenses in Use"
Your values for this page will appear differently according to your specific license configuration.
When you select the highlighted link, the resulting report will look similar to the following. Every license-consuming user will show here, along with the record or records that are causing the user to consume a license. This can be used to extrapolate out when a user will drop off your license count.
General Summary Report:
PX Assignment Entry Sub-Section:
JX License Consuming Activities Sub-Section*:
*If your team uses PX, you will see both of these sections in this report. If your team only uses JX with no additional Project Management features, you will only see the second section.
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Notes on Urgent License Issues:
If you are not seeing areas of your site which were previously licensed (ex: Accountlink) or are seeing messaging indicating there are issues with items in your license:
Reach out to Support (support@journyx.com) for primary input, who will reach out to your Account manager/IT to enact any adjustments found during the Support analysis. If you are submitting a configuration related licensing issue, please include a screenshot and/or logging which contains the messaging as an attachment to your ticket submission.
If you are unable to add users or run reports because of the number of available licenses your team has, and this is posing a critical threat to your internal processes such as payroll/auditing:
Please reach out to your Account Manager with an email subject line that indicates urgency in order to have a temporary license increase filled. Support can answer questions surrounding licensing, but cannot add licenses to your site.