Release Notes: Pending License Management

Release date: June 11, 2026

Critical information:

Status

• Early Access (EA): Available to select accounts upon request. Production-ready but limited to opt-in direct customer participants during this phase.

Availability

Requirements

What's new:

Feature description

Pending License Management replaces ActivTrak's previous all-or-nothing report lockout with a more flexible, admin-controlled workflow. When an account exceeds its purchased license count, reporting access is preserved for all users within the limit, and excess users are automatically routed to a new Pending Licenses tab on the Users page for admin review. Admins retain full control over how and when to resolve overages without disrupting access to critical workforce insights.

Key capabilities

• Preserved report access: Reports remain fully accessible for all users within the purchased license limit, even when the account is in overage.
• Pending Licenses tab: Excess users are automatically routed to a dedicated tab on the Users page, where admins can review and take action on their own timeline.
• 30-day data preservation: Activity data is collected and retained for pending users for up to 30 days, giving admins time to make informed decisions before approving or removing access.
• Flexible admin actions: Admins can approve pending users (when licenses are available), assign them to an existing user, merge them with an existing agent, or remove them entirely.
• Optional manual review mode: Admins can enable manual review for all new users — even within license limits — for tighter control over license consumption.
• Admin email notifications: When new users enter the Pending Licenses queue, email notifications are automatically sent to account admins, ensuring overages are visible without requiring admins to actively monitor the Users page.

Use cases

• License overage management: When a new device comes online and pushes an account over its license limit, the admin is notified and can review the pending user in the Pending Licenses tab — approving, merging, or removing at their own pace — rather than losing access to reports while scrambling to resolve the issue.
• Proactive license control: For organizations that want proactive control over license assignments, enabling manual review mode holds all new users in Pending Licenses before they consume a license, regardless of whether the account is currently over its limit.

Target audience

• Primary personas: IT Administrators, Account Administrators
• Fit indicators: Accounts with dynamic or growing user bases; organizations that have previously experienced report lockouts due to license overages

How to access:

For EA features

• Request access: Contact your Customer Success team to enroll in Early Access.
• Access location once activated: Navigate to the Users page in ActivTrak (app.activtrak.com/settings/users) and select the Pending Licenses tab.

Resources:

Documentation

• Coming soon!

Support

• General support: activtrak.com/support
• Feature-specific support: Contact your Customer Success team for questions about Pending License Management configuration or access.

Additional information:

Migration notes

• Action required: No action required. Enrolled accounts will automatically begin routing excess users to the Pending Licenses tab rather than triggering a report lockout.

Change management

• Overage notifications updated: Pending License Management removes the previous in-app banner and notifications tied to the legacy overage flow. Admins should use the Pending Licenses tab and email notifications to review and act on pending licenses going forward.

Feedback and performance

• Feedback channel: Email us at admin-feedback@activtrak.com
• Success metrics: Reduction in support escalations related to report lockouts; average time to resolve the Pending Licenses queue.