Contract metadata in Zluri includes details like contract name, type, owners, start and end date of the contract, description, vendors, etc.

Each application with a contract uploaded displays the licenses available to that particular app. With respect to the users mapped to each license, we show the number of users against the licenses assigned to them. If a single user possesses multiple emails (as aliases) in Zluri, we consider that as a single licensed user for that application and not two licensed emails.

Auto-increment works only for seat-based licenses. This is because these licenses can be assigned only to users, which does not happen with metric-based licenses.

Cost of the contract is the sum total of the cost per licenses and license term, along with any base price and one-time fees minus the discounts that have been entered while uploading the contract into Zluri.

Zluri gets the license information for a particular app through direct integration. The APIs pass on the license data, for ex: which license is assigned to a particular user. In case there isn’t a direct integration for a specific application, licenses can also be uploaded manually and mapped to users individually, or they can be uploaded and mapped to users using the Bulk upload feature.

User-based contracts are contracts which are billed on the number of users. User-based licenses can be assigned to a user. In user-based contracts, you will usually find the number of users to the licenses in a particular contract that can be assigned.

Quantity-based Contracts: here, you are billed based on a specific metric or quantity, for example, the number of emails sent, the number of messages sent etc. Quantity-based licenses cannot be assigned to a user.  

In case the vendor is charging a base fee:-

What is the base fee?

The base fee is the amount the software vendors charges, including a certain number of licenses. Any more licenses beyond this number are charged separately.

Thus, while entering the particulars of such a license, it is essential to check the ‘I am being charged a base fee’ option. The number of licenses covered in the base fee should be mentioned in the relevant field. After this, the total number of licenses bought should be entered in the relevant field along with additional information like discount, term and quantity. These data points enable Zluri to calculate the right amount.

In case there is no base fee charged by the vendor:-

The user would be required to enter data for essential fields like quantity, discount (if any)

As we see, there are two provisions to add a discount :

1. Line Item Level
2. On contract level.

The discount on a line item level only applies to that specific line item or license. The discount given at the bottom of the license addition screen applies to the entire contract and applies to all the licenses under that contract.

Zluri calculates costs based on the number of users and the rate per user as outlined in your contract. Let’s walk through an example to clarify how this works.

Example Scenario

• Contract Duration: January 1, 2022 – December 31, 2022 (12 months)

• Initial Number of Users: 100 users

• Cost per User: $3 per user per month

Monthly Cost Calculation

1. Cost for January:

   • At the start of the contract, you have 100 users.
   • The cost for January is calculated as:
     100 users * $3/user = $300

2. Cost for March (After Adding More Users):

   • In March, you decide to add 20 more users, increasing the total to 120 users.
   • The cost for March is calculated as:
     120 users * $3/user = $360

3. Cost for September (After Adding Even More Users):

   • In September, you add another 30 users, bringing the total to 150 users.
   • The cost for September is calculated as: 150 users * $3/user = $450
     
     

Summary of Costs

• January: $300 (for 100 users)
• March: $360 (for 120 users)
• September: $450 (for 150 users)

Zluri automatically calculates your monthly cost based on the number of active users each month. This ensures that your billing accurately reflects the actual number of licenses you are using.

If you have any further questions or need assistance with billing, submit a ticket or contact us directly at [email protected].

Zluri calculates usage only for user activities on an application, which is not applicable for quantity-based licenses.

For some context, there are two types of licenses - 

1. User Based
2. Quantity Based 

Only User Based licenses can be mapped to the users, read about User Based and Quantity Based licenses in the FAQs.

There are two ways to map licenses to users on Zluri. You can either individually assign licenses to each user or Bulk Assign Licenses to multiple users by uploading a sheet.

Individually Assigning Licenses

Step -1: Navigate to the Applications Panel and Select an application. (e.g. Google Workspace)

Step -2: Navigate to the Users tab for the selected application.

Step -3: Go to the License Column, click Add License, and select the license you want to assign to the User.

Bulk Assigning License : 

Step -1: Navigate to the application you want to assign the licenses for.

Step -2: Select the Subscription/License you want to assign the users to.

Step -3: Click on “Map Licenses Now” to Bulk map the license to the users.

Step -4: Follow the Prompts to Download the CSV. Fill the sheet in the downloaded format, and upload it back on the platform to Bulk map all your licenses.

The two methods we accept licenses on Zluri are as follows:

1. User-based licenses - These are the licenses that are subscribed per user for a period of time.

2. Quantity - These are the licenses that are subscribed for a quantity-based product like SMS apps offering plans with N number of messages, marketing apps offering plans with N number of campaigns etc. 
   
   NOTE: Generally, user-based licenses can be mapped to users, whereas quantity-based licenses can’t be.

We calculate these costs every month for all types of contracts. We calculate the subscription cost for the next payment term and the perpetual costs for the next financial year. But since a contract is a generic term, we use it for all kinds of contracts.

To add a custom reminder, Go to licenses, choose contracts, select a contract and add a reminder. 

You can add a reminder for the End date or next payment.

• 
  Payment renewal due in x days (E015):

• App Owner, App IT Owner, App Finance Owner, Finance Admin, Contract Owner, Contract IT Owner, Contract Finance Owner

• Upcoming renewals due next month:

• Template Owner, Admin, IT Admin, Payment Owner, Procurement admin

• Renewal due in x days:

• App Owner, App IT Owner, App Finance Owner, Finance Admin, Contract Owner, Contract IT Owner, Contract Finance Owner

• Contract end date reminder:

• App Owner, App IT Owner, App Finance Owner, Finance Admin, Contract Owner, Contract IT Owner, Contract Finance Owner

• Contract cancel by a reminder:

• App Owner, App IT Owner, App Finance Owner, Finance Admin, Contract Owner, Contract IT Owner, Contract Finance Owner

• License utilization - 80%:

• Admin, App Owner, App IT Owner, App Finance Owner, Contract Owner, Contract IT Owner, Contract Finance Owner