Software

The Software module tracks software licenses across your client environments, including license types, seat counts, expiration dates, encrypted license keys, and which assets each license is assigned to.

Overview

Use the Software module to:

• Record software with its Vendor, Version, and owning Client
• Track the License Type (perpetual, subscription, volume, and more)
• Store the number of licensed Seats and per-key seat counts
• Track Purchase Date and Expiration Date, with expiring-soon and expired flags
• Store encrypted License Keys that can be revealed and copied on demand
• Assign licenses to Assets to record where software is installed
• Record Purchase Price and Renewal Price for cost tracking
• Mark a record as a Template for reuse across clients

Navigate to Software

Go to Assets → Software in the left sidebar (/software).

Software list

The list shows every software record in your organization with the following columns. Click a sortable column header (Software, Client, License Type, Seats, or Expiration) to sort by it; click again to reverse the sort order.

Column	Description
Software	Name, with the vendor and version shown beneath it. A Template badge appears if the record is a template.
Client	The client that owns the license, or a dash if it is org-level.
License Type	The license type badge.
Seats	Number of licensed seats, or a dash if not set.
Expiration	The expiration date, or an Expired / Expiring badge when applicable.
Keys	Count of license keys stored for the record.
Assets	Count of assets the license is assigned to.

Filtering and searching

The filter bar above the list provides:

• Search software... — free-text search by name
• All Clients — filter to a single client
• All License Types — filter by license type (Perpetual, Subscription, Volume, OEM, Trial, Freeware, Open Source)
• All Expiration — filter by expiration status: Expired, Expiring Soon, Active, or No Expiration

The list is paginated at 25 items per page.

Adding software

1. Click Add Software (top right of the Software list).
2. Under Software Information, fill in:
   • Software Name (required)
   • Vendor
   • Version
   • Client (optional — leave blank for an org-level record)
   • License Type
   • Seats / Licenses
3. Under License Period, set the Purchase Date and Expiration Date (both optional).
4. Under Pricing, enter the Purchase Price and Renewal Price (both optional).
5. Add any Notes.
6. In the Settings sidebar, turn on Template to use the record as a template for clients.
7. Click Create Software.

License keys and asset assignments are added later, from the software detail page.

License types

Type	Description
Perpetual	One-time purchase with no expiration.
Subscription	Recurring license that expires and renews.
Volume License	Multiple seats under a single agreement.
OEM	License bundled with hardware.
Trial	Temporary evaluation license.
Freeware	Free-to-use software.
Open Source	Open-source license.

Software detail page

Open a record from the list to see its detail page. The header shows the software name with badges for version, license type, Template, and an Expired or Expiring Soon flag when relevant.

A stats row at the top displays:

• License Keys — number of keys stored
• Assigned Assets — number of assets using this software
• Available Seats — the seat count on the record
• Expires — the expiration date, or Never

The detail page is organized into three tabs:

License Keys

Lists the license keys stored for this software. License keys are encrypted at rest. Each row shows the key (masked by default — use the eye icon to reveal it and the copy icon to copy it), the key's Seats, and any Notes.

To add a key:

1. Click Add Key.
2. Enter the License Key (required).
3. Optionally set Seats and Notes.
4. Click Add Key.

Assets

Lists the assets this software license is assigned to. To record where software is installed:

1. Click Assign.
2. Search for and select an asset. If the software belongs to a client, only that client's assets are available.
3. Click Assign Asset.

Use the X next to an asset to unassign it.

Overview

Shows the software's details — Vendor, Version, License Type, Seats, Purchase Date, and Expiration Date — plus any Notes.

The right-hand sidebar shows Pricing (purchase and renewal price, when set), the owning Client, and the Created and Last Updated timestamps.

Editing and deleting

• Click Edit in the detail page header to change the software's details.
• Click Delete to remove the record. Deleting software also removes all of its license keys. This action cannot be undone.

Expiration tracking

Ascent automatically flags licenses based on their expiration date:

• Expired — the expiration date is in the past.
• Expiring / Expiring Soon — the expiration date is within the next 30 days.

These flags appear in the list, the filter bar (Expiring Soon / Expired), and on the detail page.

Tips

• Use a record's Client field to keep each customer's software inventory separate; leave it blank for shared or template records.
• Store license keys on the record rather than in free-text notes — keys are encrypted and can be revealed or copied only when needed.
• Set Expiration Date and Renewal Price on subscription licenses so you can spot upcoming renewals with the expiration filters.
• Assign licenses to assets to keep a record of where each piece of software is deployed.