PolicyPak Licensing FAQ

Answers to common questions about Licensing PolicyPak Products.

General Licensing Questions

How do I run the on-premise licensing tool to request and install a license ?

It’s easy to run the licensing tool (LT) to request a license for our on-premise products then install a license key.

Here’s a how-to video:

Are PolicyPak products charged on a per-user basis or a per-computer basis?

PolicyPak products are always licensed on a per-computer basis. With regard to PolicyPak Application Manager, a licensed computer can embrace an unlimited number of Paks, whether you create them yourself using our PolicyPak DesignStudio Software, or use one of our growing number of pre-installed Paks.

Do service accounts get counted toward license quantity?

No. Because we don’t count user accounts – only computer accounts. Service accounts are “users” and don’t count in any PolicyPak product’s licensing.

How do I get a specific price quote based upon my circumstances?

Everyone’s circumstances are a little different. But we generally license upon the number of end-points (desktops, laptops, and/or concurrent Terminal Services & Citrix connections) you want to manage; and, of course, which PolicyPak product you are interested in. If you’d like a specific quote based upon your circumstances, click here or call 800-883-8002.

After reading the FAQ below, I have a special licensing situation. Can you accommodate?

Yep. We’re flexible within reason. Please call us at 800-883-8002.

How does Trial mode work?

Our sales team can set up your PolicyPak Cloud trial and relevant PolicyPak Cloud Snap-in Products. A standard trial is 10 licenses for each PolicyPak Cloud Snap-in Products for 30 days. However, if you have a special case, we’re flexible. Just ask and we’ll try to accommodate your trial’s needs.

There are two ways to trial:

  • You can simply run our licensing tool and generate a license request key. You send it to us, and we send you a license that’s valid for 30 days.
  • You can rename any computer to have the word “Computer” in the name and all PolicyPak On Premise Products on that machine will act as if they’re fully licensed.

How many licenses do I need?

The PolicyPak Cloud service itself isn’t something you pay for. You pay for licenses for PolicyPak Cloud Snap-in Products which snap-in to the PolicyPak cloud. Each PolicyPak Cloud Snap-in Product (PolicyPak Application Manager or PolicyPak Preferences) needs a license for each computer you want to manage. You purchase a pool of licenses (per PolicyPak Cloud Snap-in Product).
Each PolicyPak On-Premise Product (PolicyPak Application Manager, PolicyPak Preferences, PolicyPak Compliance Reporter) needs a license for each endpoint you want to manage. You are welcome to license particular OUs or the whole domain.

What is the difference in licensing between the On-Premise Products and the PolicyPak Cloud Snap-in Products?

  • PolicyPak’s Cloud Snap-in Products are licensed by purchasing a “pool” of licenses. Then you use them as you need to until your pool of licenses is used up. If you need more licenses at anytime, you can buy them anytime.
  • When you license a PolicyPak Cloud Snap-in Product, you automatically also get a license for that same product to work On-Premise.
PolicyPak’s On-Premise Products are licensed upon the number of desktops, laptops and/or concurrent Terminal Services & Citrix connections you have.

How do I obtain / install a license for PolicyPak ?

To obtain your license for PolicyPak Cloud Snap-in Products (like PolicyPak Application Manager using PolicyPak Cloud or PolicyPak Preferences using PolicyPak Cloud) you simply decide how many licenses you want to purchase. Then you can pay for and acquire a “pool” of licenses. You must purchase your initial block of licenses as 100 or more. Our sales team sets up your account and provides you credentials to access the PolicyPak Cloud where you can then use the Snap-in Products which work within the PolicyPak Cloud.

For PolicyPak On-Premise Products, we supply a “License wizard” (included in your trial download). Then click “Generate an initial request for a new license.”

  • All PolicyPak On-Premise Products are licensed per-computer (a valid Active Directory account plus desired concurrent Terminal Services & Citrix connections).
  • The license wizard will automatically count the number of computers that you intend to use the product with, based on the Organizational Units (OUs) you selected in your good-faith estimate. Tip: Note that PolicyPak Application Manager is not licensed per-Pak, and you’re always free to use any of our pre-created Paks or create your own Paks.)
  • You then send us your license request via email. It’s a simple text-based “copy / paste” request. The license request contains only the data needed to license the product, and all of this data is shown to you first. The license request also contains a digital “signature” verifying that the data came from our license management tool.
  • Once we receive a PO/ payment, we send you a license file for your domain or OU(s), and your PolicyPak On-Premise Product (such as PolicyPak Application Manager of PolicyPak Preferences) is licensed for a year.

Here’s a video showing the license request and license install process for PolicyPak On-Premise Products:

Is there a minimum purchase for PolicyPak products?

Yes. You must purchase 100 licenses for any PolicyPak Cloud Snap-in Product you wish to use. If you have less than 100 computers you want to use PolicyPak with, you must still purchase 100 licenses for your pool.
Yes. You must purchase 100 licenses for any PolicyPak On-Premise Product you wish to use. If you have less than 100 computers, you must still purchase 100 licenses.

Can I license machines that are NOT Domain joined?

Short answer if you license PolicyPak Snap-in Cloud Products: Yes. All PolicyPak Products using PolicyPak Cloud delivery may be not-domain joined. They simply consume an available license from the pool of the PolicyPak Product you wish to license.
Short answer for On-Premise Products: No. If you use PolicyPak Products using On-Premise delivery (using Group Policy, SCCM, LanDesk, etc) then all computers must be domain joined. All computers must be domain joined at least once and have the “knowledge” of what OU they’re in and get the PolicyPak license information first. Then they can go offline and PolicyPak products will continue to work during the licensing period. But at no times can computers which were NEVER domain joined participate with PolicyPak On-Premise Products.

Are objects in sub-OUs / containers counted towards licensed totals?

Computers consume licenses from the PolicyPak Cloud (per licensed product) one at a time. If a Group Policy Object is linked to a parent OU (or the domain), it applies to all sub-containers as well. Therefore, for all PolicyPak Cloud Snap-in Products, we must count computers in all relevant sub-OUs as well. Our Licensing Tool makes it easy to see which containers are included and exactly how many computers you must pay for.
If a Group Policy Object is linked to a parent OU (or the domain), it applies to all sub-containers as well. Therefore, for all PolicyPak On-Premise Products, we must count computers in all relevant sub-OUs as well. Our Licensing Tool makes it easy to see which containers are included and exactly how many computers you must pay for.

Do disabled objects count towards licensed totals? Do Macs, Linux, or Contacts count toward licensed totals?

The PolicyPak Cloud service isn’t connected to your Active Directory in any way. So, when you install the PolicyPak Cloud client upon any computer, it will consume an available PolicyPak Cloud license (for installed PolicyPak Cloud Snap-in Products.)
For PolicyPak On-Premise Products, only active Windows computers within Active Directory are counted. Disabled computers will not receive policy therefore they are not counted by PolicyPak. Additionally, user accounts, Macs, Linux, and anything “Not Windows” is explicitly excluded from the count. You are only ever charged for active Windows computers within Active Directory for PolicyPak’s On-Premise Products.

What happens if I try to use PolicyPak in unlicensed places? What happens if the PolicyPak product license expires?

In order to use any PolicyPak Cloud Snap-in Product with PolicyPak cloud, you must consume a license from the PolicyPak Cloud service. In this way, there are no “unlicensed” places. The computer is licensed everywhere. Additionally, with a PolicyPak Cloud license for a specific PolicyPak Cloud Snap-in Product, you also automatically get a license to use that same product and accept On-Premise directives as well. If the PolicyPak Cloud license expires, the product will no longer process new directives, and no longer attempt to keep the machine in compliance.
Anytime a computer’s Active Directory account is moved to an un-licensed OU, or move the computer to another domain (or the license simply expires), then the corresponding PolicyPak On-Premise Product will stop working. This means that the product will no longer process new directives, and no longer attempt to keep the machine in compliance.

How are Terminal Services and/or Citrix connections licensed?

Most people wouldn’t want to license PolicyPak Cloud Snap-in Products and use them with their On-Premise Terminal Services or Citrix connections. But if you do want to do this, call our sales team to help us understand your needs.
To be in compliance with PolicyPak licensing, you must manually express the number of inbound Terminal Server or Citrix inbound connections you are licensed for. For instance, if you want to use PolicyPak with Terminal Services and/or Citrix, and you have a farm with 3 servers and 250 inbound connections, you must license all the inbound connections as if they were counted in Active Directory. Therefore to be fully compliant, you would license the number of computers in Active Directory plus the inbound Terminal Server and/or Citrix inbound connections. If you don’t wish to run PolicyPak on your Terminal Services or Citrix machines these inbound connections do not need to be declared at purchase time.

Specific Delivery Mode Questions

How do I license PolicyPak Cloud?

PolicyPak Cloud itself is not something that can be purchased. Or, said another way, PolicyPak Cloud is “free”, and what you pay for is the PolicyPak Cloud Snap-in Products which snap-in to the PolicyPak Cloud. Current Cloud Snap-in Products are:

  • PolicyPak Application Manager
  • PolicyPak Preferences

How do I start a trial with PolicyPak Cloud?

There is no “online way” to register for and start a trial. All trials require a brief chat with our sales team to understand your needs and see if our products can help solve a problem you actually have. After that, our sales team can set up your account, send you a welcome letter and send you a trial for and or all PolicyPak Cloud Snap-in Products.

How do I purchase licenses for PolicyPak Cloud Snap-in Products?

After your trial, you agree to purchase a “pool” of licenses for each PolicyPak Snap-in Cloud Product you want to license. The minimum amount of licenses you can purchase (per PolicyPak Cloud Snap-in Product) is 100. The more licenses of a PolicyPak Cloud Snap-in Products you purchase in your pool, the lower your cost per license becomes. Your sales person can give you a specific quote based upon the product and number of licenses for that product you want in your pool. You can pay via credit card, purchase order, and some other methods.

Can I pay for PolicyPak Cloud Snap-in Product licenses monthly?

It’s something we’re looking in to rolling out for all customers. But it’s not generally available at this time. If this is something you must do in order to start using PolicyPak Cloud Snap-in Products, we can talk about it.

I’ve used up all the licenses for my PolicyPak Cloud Snap-in Product. What happens now?

When no more licenses are available in the pool, computers will try to consume licenses of your PolicyPak Cloud Snap-in Product anyway. But since they cannot, they go into the “waiting list.” If you then purchase more licenses (by contacting our sales team) the computers waiting the longest will then acquire licenses from the updated pool (now with more licenses) the next time they try to connect (typically within an hour.)

What if I don’t pay for my PolicyPak Cloud Snap-in Products every year?

If you decide to stop paying for your PolicyPak Cloud Snap-in Product, that product simply stops working when the license term expires. For instance, PolicyPak Application Manager will stop processing new directives and will not re-enforce settings. If you are using PolicyPak’s AppLock features, then it will act as if PolicyPak wasn’t installed. PolicyPak Preferences will not deliver Group Policy Preferences using the PolicyPak Cloud service, nor will it return Group Policy Preferences items to compliance. So, at the 11th month mark, we automatically send email reminders and make a best effort to call you if we see you’re getting close to lapsing. Once all paid up (or using a PO), we re-issue the number of licenses for that product in PolicyPak cloud and everything continues to work for another year.

What if I add new users or computers to my licensed locations (whole domain or specific OUs), exceeding the count I have paid for?

Everything just continues to work. First of all each PolicyPak On-Premise Product is licensed per computer. So you never pay “per user” – ever. Let’s go thru an example. Let’s assume you initially estimated that the Sales OU, Marketing OU and Research OU would use PolicyPak Application Manager. And at that time, our initial discovery found a total of 3,000 computers. But two months later, you add 100 new computers to each of Sales OU, Marketing OU and Research OU. That’s another 300 computers for a total of 3,300 computers. Don’t worry! Your PolicyPak investment continues to work fine! At the end of your year, we’ll ask you to re-count the number of computers. So now you now have 3,300 computers. And you’ll simply “true up” to pay for those extra 300 computers at the end of the year. And you’ll “renew” the original 3,000. We’ll then give you a new license file which is good for another full year. And, again, if during the year, you “over-use” there is no charge until the end of the year.

What is “Truing Up” for On-Premise products?

In the previous example, you started with 3,000 machines and grew to 3,300 machines. That’s great – we want you to use your PolicyPak investment the way your company needs to, when you need to. You don’t need to come to us every time your company grows or uses PolicyPak products for more computers. However, we do require that your license catches up with your usage at one-year intervals. We call this “truing up.” Before the expiration of each one-year license period, the “Technical Contact” on record will be reminded to re-run our license wizard, this time using the audit feature. The license wizard will make a quick inspection of all GPOs within the scope of license that use the PolicyPak On-Premise Product in question. We simply ask you to re-count where you want to use PolicyPak On-Premise Products the next year. You send in your updated license request. You “renew” the computers from last year, and “true up” any overage. Note: It’s possible you have fewer computers than you did last year. In that case, you don’t pay anything for new licenses. However, you are still bound to pay the maintenance fee for the highest amount of computers found in the last three audits.

What if I don’t run the license tool to “True-Up” my On-Premise Product(s) every year?

You must run the license tool every year to get an updated license file for your On-Premise PolicyPak Product, such as PolicyPak Application Manager or PolicyPak Group Policy Compliance Reporter. If you fail to run the True-Up, then your one-year license expires and the product simply stops working. For instance, PolicyPak Application Manager will stop processing new directives and will not re-enforce settings. If you are using PolicyPak’s AppLock features, then it will act as if the PolicyPak product wasn’t installed. For PolicyPak Group Policy Compliance Reporter, you will not be able to see if those computers are in or out of compliance any longer. Every On-Premise PolicyPak Product stops working on clients exactly one year after the license file is originally generated for each product. So, at the 11th month mark, we automatically remind you to run the PolicyPak License Management tool to perform a “True-Up.” We will continue to send email reminders and make a best effort to call you if we see you’re getting close to lapsing. At the one year anniversary, the PolicyPak On-Premise Product will stop functioning – unless you get a new license file from us each year.

What if I pay for multiple years of an PolicyPak On-Premise Product in advance?

By paying for multiple-years in advance for any PolicyPak On-Premise Product, you then lock in your per-computer license cost for the duration of your term. However, you are still required to “True up” every year and pay for any overage should your computer count increase from last year. See the PolicyPak Licensing FAQ for details.