License And Activation
Use About > License to review the current plan, validity, and activation state for the organization. The plan header identifies the active setup as Cloud or Standalone with a matching icon. In Libcodesk WebApp this page is mainly a cloud license status view. In the Standalone app, the page can also guide admins to activation or license refresh actions when local setup requires it.
License and activation are admin responsibilities. Staff members should contact their organization admin if they see a license or access message. Organization admins can contact CodeAchi for cloud access, billing, or license issues.
Add screenshots of the license status card in Libcodesk WebApp and the Standalone app license/activation screen.
What Admins Can Review
- Current license or plan name.
- Expiry or lifetime validity status.
- Refresh status when the app needs to check license state.
- Activation path in the Standalone app when a local setup needs a license file or activation key.
- Blocked, expired, invalid, internet-required, and machine mismatch messages where applicable.
Recommended Workflow
- Open About > License.
- Confirm the plan name and validity date.
- Use Refresh License when you need the latest status.
- In the Standalone app, follow the activation prompt if the app asks for activation.
- If the license is blocked or expired, the organization admin should resolve it before asking staff to continue work.
How Local Plan Limits Work
In a Local setup, the Standalone app refreshes the plan during startup and applies the latest included features and limits throughout the application. A restricted action is checked when it is performed, not only when its menu is displayed. This means imports and other alternate workflows cannot be used to bypass a plan limit.
Depending on the purchased plan, limits can apply to:
- Libraries, librarian accounts, members, collection copies/accession records, and registered machines. The collection limit counts copies, not catalogue titles.
- Local digital collection storage.
- Reports, spreadsheet import, bulk import, MARC cataloging, OPAC access, and reservations.
When a numeric limit is reached, existing records remain available. The app prevents an additional record from being added and explains which limit was reached. Editing, returning, or removing existing records remains available where the normal role permissions allow it. Batch imports are checked before records are written so the import cannot take the organization beyond its plan capacity.
Registered-machine limits are checked during activation. Other Local setup features and capacities are checked inside the Standalone app using the refreshed license.
After an upgrade or renewal, restart the Standalone app while connected to the internet or use Refresh License. The newly included access is applied after a successful refresh; library data is not changed.
Trial And Community Features
Trial and Community plans include reports, spreadsheet and bulk imports, MARC cataloging, OPAC access, and reservations. The plan's existing limits for libraries, staff, devices, members, collection copies, and storage still apply. Trial expiry dates and normal staff permissions also continue to apply.
For an existing Local setup, connect to the internet and choose Refresh License on the License page, then reopen the affected menu. If your installation uses an imported license file, ask your organization admin to obtain and import an updated file; refreshing the old file alone cannot add new features. Organization admins can contact CodeAchi support for help with the replacement file.
For a Cloud setup, refresh the License page and reopen the affected menu. If a feature is still unavailable, ask your organization admin to check your role permissions and current license status. Enabling reservation access does not remove normal borrowing rules or reservation restrictions for individual items.
How Cloud Plan Limits Work
In a Cloud setup, the current plan is managed centrally and the same included features and limits apply in the Libcodesk WebApp and the Standalone app while it is connected to the cloud. The cloud service checks restricted actions before saving data, so changing devices or using an import workflow does not bypass the plan.
Organization admins can open About > License to review the current plan, included features, numeric limits, and current usage. Limits may apply to libraries, librarian accounts, members, collection copies, digital storage, reporting, imports, MARC cataloging, OPAC access, and reservations. The collection limit counts active copies/accession records, not the number of catalogue titles. For example, one title with five copies uses five collection units.
When a cloud limit is reached, existing records remain readable and normal reducing actions remain available. The system stops only the new action that would exceed the limit and identifies the affected plan feature. After a plan change, refresh the License page to confirm that the latest limits and usage are shown.
Older cloud subscriptions that have not yet been assigned the newer detailed feature controls continue with their existing compatible access. Once an admin explicitly saves detailed cloud entitlements in the License panel, those saved values become the enforced source of truth.
Do And Don'ts
- Keep license and activation work limited to organization admins.
- Refresh license status before reporting a license problem.
- Review current usage before a large member, staff, or collection import.
- Record the exact message shown on the screen when asking for support.
- Don't share activation keys, license files, or admin credentials with staff.
- Don't ask staff or members to contact CodeAchi for routine organization access changes.
- Don't ignore clock, blocked, or expired warnings; they are shown to protect access and data integrity.
- Don't split one import into smaller files to work around a plan limit; the total stored records are checked for every batch.
FAQ
Who should manage license and activation?
The organization admin should manage license and activation. Staff should report license messages to the admin, and members should contact their library.
Why does the Standalone app ask for activation?
Standalone setup may need activation so the app can confirm the organization is allowed to run on that device and plan. Follow the activation screen shown by the app.
Does refreshing the license change library data?
No. Refreshing the license checks plan and access status. It does not edit members, staff, libraries, circulation, or reports.
What happens to existing data if the plan limit is reduced?
Existing data remains available. The Standalone app stops new records from being added above the current plan capacity. An admin can remove unused records or upgrade the plan.
Why is a feature unavailable after changing the plan?
Refresh the license or restart the Standalone app while connected to the internet. If the feature is still unavailable, confirm that the current plan includes it and ask the organization admin to review the license screen.
What should I do if the license is expired or blocked?
The organization admin should review the message, refresh once, and then contact CodeAchi if the issue remains related to cloud access, billing, or license validity.