IT Directory Docs

Adding a software license, SaaS subscription, or service

Who can do this: Any authenticated user with access to the target sub-organization.

Steps

  1. In the left sidebar, click Software & Services (/software-assets).

  2. Click Add Asset (top right, next to Import). The dialog is titled Add Software / Service.

  3. Fill in the form, organized into sections:

    Basic Info

    • Sub-Organization — required if your account has access to more than one org.
    • Type — required, one of:
      • License — a keyed software license (e.g. JetBrains, Windows).
      • SaaS — a keyless subscription with seats (e.g. Slack, ChatGPT).
      • Service — a membership, domain, or other recurring service with no seats (e.g. Apple Developer).
    • Name — required.

    Vendor & Ownership

    • Vendor — optional.
    • Owner (responsible person) — optional, searchable employee picker. This is who's managerially responsible, not necessarily a seat holder.

    License Details (only shown if Type = License)

    • License Key — required when creating a new License asset (leave blank when editing to keep the current key).
    • License Type — optional: Perpetual, Subscription, Per Seat, Volume.
    • Version — optional.

    Subscription Details (only shown if Type = SaaS)

    • Plan / Tier, Website URL, Billing Cycle (Monthly / Quarterly / Annual) — all optional.

    (Type = Service has no extra section here.)

    Billing & Dates

    • Total Seats — optional, hidden entirely for Service.
    • Cost ($) — labeled "Cost per Cycle ($)" for SaaS.
    • Purchase Date — optional.
    • Expiry Date — labeled "Renewal Date" for SaaS/Service, "Expiry Date" for License.

    Notes

    • Notes — optional free text.

  4. Click Add Asset to save. (If you left License Key blank while creating a License, you'll see an inline "License key is required" error.)

Assigning seats

  • Licenses and SaaS assets support seat assignments — which employees hold a seat. This is managed from the asset's row/detail view (seat manager dialog), not from the Add form. Service assets don't support seats.

Finding software & services

  • Use the kind tabs (All / Licenses / SaaS / Services) and the search bar ("Search by name, vendor, plan…"). The table paginates at 25 rows per page.
  • To edit an existing asset, open its row and update the same form — the submit button reads Save Changes.

Notes

  • You can also bulk-import software & services via the Import button next to Add Asset. It accepts CSV files only (Excel files aren't supported), up to 5MB and 20,000 rows.
  • Adding a software asset counts against your organization's pooled asset limit — see https://docs.itdirectory.app/tutorials/billing.