When a company buys software for more than a few workstations, the question “how much does it cost” quickly turns into “how should it be licensed”. The same product can be sold under several different models, and the choice affects not only the price but also how the software is installed, managed and used remotely.
In this article we explain the main types of business licenses with a concrete example – ABBYY FineReader PDF licenses for organizations, which the vendor offers in four models: Per Seat, Concurrent, Remote User and Site. The same principles apply to many other business applications.
Why the licensing model matters
- Price: when not all employees use the software at the same time, shared licenses can significantly reduce the quantity needed.
- Installation: some models are activated on each computer, others are managed centrally by a license server.
- Remote work: some models require a permanent connection to the company’s local network.
- Compliance: a wrongly chosen model may mean the company uses more than the license terms allow.
Per Seat – a license for a specific workstation
A Per Seat license is assigned to one workstation. The software can be installed and used on as many computers as the number of licenses purchased. Once assigned, the license does not require a permanent connection to the local network, so this model also suits employees who use laptops and travel.
- The minimum quantity for ABBYY FineReader PDF is 5 licenses.
- Activation can happen automatically the first time the software is launched, via network deployment with License Manager or, if there is no internet, by email.
- Suitable when the same people work with documents every day.
Concurrent – licenses shared between users
Concurrent licenses are not permanently assigned to specific computers. The software can be installed on any computer on the local network, and the license server dynamically assigns a license to whoever launches the software at that moment. The number of people who can work at the same time equals the number of licenses purchased; others have to wait until a license is released.
- For ABBYY FineReader PDF this model is offered only for the Corporate edition, with a minimum of 5 licenses.
- Installed only over the network; licenses are activated and managed with the License Manager tool.
- A permanent connection to the company’s local network is required, so the model is not suitable for remote or travelling employees.
- In the vendor’s experience, one Concurrent license can serve 3–5 employees who work with documents only occasionally.
Remote User – for terminal servers and virtual environments
The Remote User model is intended for companies that deliver applications via terminal servers or virtualized desktops. The software can be installed on several servers of a server farm, and licenses are assigned to specific named domain users.
- The minimum quantity for ABBYY FineReader PDF is 5 licenses.
- Network deployment, activation and management via License Manager.
- The license server must be on the same local network and reachable by all servers of the server farm.
- Application streaming is not supported.
Site – a license for the whole organization or a department
A Site license does not require activation: the company receives a named installation package with an embedded serial number and can install the software on as many computers as stated in the invoice and license certificate. Use is governed by the end user license agreement.
- For ABBYY FineReader PDF, Site licenses start from 50 computers.
- Automated network deployment and disk cloning are supported.
- License management over the local network is not used – this is simpler, but the company must control the quantity itself.
In practice, a Site license usually pays off for larger organizations or departments where the software is needed on almost every computer and the IT department deploys software centrally from a single prepared disk image. A smaller company usually does well with a combination of Per Seat and Concurrent licenses.
License server and License Manager
Two components are used for Per Seat network deployment and for Concurrent and Remote User licenses. License Server is installed on a local network server and controls license use. License Manager is an administrator tool for entering serial numbers, activating and assigning licenses and monitoring their use.
- One License Manager can manage several license types at the same time.
- Different FineReader PDF versions require the corresponding License Manager version – they are not interchangeable.
- With network deployment, internet access is required only for the license server and License Manager, not for every workstation.
Other common licensing methods
Besides the four models described above, business software often uses other principles. They are worth recognising, because offers sometimes give them different names:
- Per device – a license is counted for each protected computer, server or mobile device. This is how business antivirus software is most often licensed.
- Per user – a license is assigned to a person who can use the software on several of their devices.
- Per server or mailbox – typical of server applications and email archiving solutions.
- Per period – the license is valid for a set time, most often one or several years, after which it must be renewed.
When choosing, always check not only the license type but also whether it includes updates, technical support and the option to increase the quantity later.
How to calculate the number of licenses needed
- Count how many employees will use the software daily and how many only occasionally.
- Assess how many of them work remotely or travel – Per Seat suits them, not Concurrent.
- Check whether some employees work via terminal servers or virtual desktops – then consider Remote User.
- If the software must be installed on most of the organization’s computers and there are more than 50 of them, compare with a Site license.
- Before ordering, check the minimum quantities and possible combinations – different models can be used in the same company.
Frequently asked questions
Can different license types be combined in the same company?
Yes. ABBYY License Manager can manage Per Seat, Concurrent and Remote User licenses together, so, for example, you can buy Per Seat for permanent users and Concurrent licenses for occasional ones.
Why is a Concurrent license not suitable for remote work?
It requires a permanent connection to the company’s local network and license server. If the connection drops, the software cannot obtain a license.
Do these models also apply to other software?
The principles are similar, but each vendor has its own terms. For example, business antivirus software is most often licensed by the number of devices and the period. We state the exact terms of a specific product in our quote.
What if the number of employees grows?
For most models, additional licenses can be purchased. Before that, it is worth checking whether the same type suits the new employees – for example, if they will work remotely, Concurrent licenses will not suit them.
Conclusion
A correctly chosen licensing model lets you pay only for what is actually used and avoid problems during installation or license compliance checks. If you are choosing licenses for your company or a customer, send us the number of users and the nature of their work – we will suggest a suitable combination and give you a price on request.