This document explains how to view your Virtual Cabinet licence information, including the number of licensed and active users, understanding the extra system licences, reviewing licensed features, and updating your licence with a new code.
Step 1: Open the Licence Management Window
As an administrator, go to the Admin tab in Virtual Cabinet. From there, navigate to the Licence section and select Manage Licence. This will open the licence management window.
Step 2: Review Core Licence Information
In the licence window, review the key details displayed, including:
- The date the licence was entered
- The licence expiry date
- The number of users authorised (your licensed user limit)
- The number of currently active users in your system (for example, 18)
Be aware that Virtual Cabinet always adds two additional licences to your paid amount. These are reserved for an admin user and a VC services user and are not chargeable.
You may therefore see, for example, that you pay for 23 licences, but the system displays 25. This is expected behaviour. If you have any concerns or queries about this, contact Virtual Cabinet Support or your account manager for clarification.
Step 3: Check Licensed Features
In the same licence window, review the list of additional features you are licensed for. Typical examples include:
- Document retention
- Tasks
- Mobile app
Confirm that the features shown match what your organisation expects to have enabled.
Step 4: Apply a New Licence Code
If you have been provided with a new licence code by Support or via email (for example, following a renewal or change in user count), copy the full licence code from the email. In the licence window, paste the code into the licence code field at the bottom and select the option to update your licence.
After updating, confirm that the displayed information reflects the change, such as an updated user limit, active user allowance, or new expiry date.