Release date: August 31, 2026
Critical information:
Status
- General Availability (GA): Fully released and available to all eligible direct (trial and paid) accounts on NGUM. Free accounts, accounts in contraction, and MSP/VAR accounts continue to use the existing (legacy) overage flow and are out of scope for this release.
Availability
- Packages: Available to all packages
- Rollout schedule: Phased rollout
- Rollout start date: August 31, 2026
- Limitations: This update applies to most paid and trial accounts, including VAR and license pool accounts. MSPs and a small number of true-up accounts are excluded.
- Requirements: Admin role required
What's new:
Feature description
Improved Overage Management replaces ActivTrak's previous all-or-nothing overage enforcement (which blocked all reporting once an account exceeded its license count) with targeted, per-agent enforcement. When an account exceeds its purchased license count, only the excess user agents are routed to a new "Pending Licenses" state; agents within the paid license count keep full reporting access. Admins get a dedicated Pending Licenses tab to review, approve, remove, or merge those excess agents on their own timeline.
Key capabilities
- Pending Licenses tab: A new tab on the Users page shows agents that exceed the account's purchased license count, with a counter badge, Device Login, User type (associated new/existing Users), Data History (age of oldest reported data, up to 30 days), First Log, and Last Log columns. It's visible even when no licenses are pending.
- Admin-controlled approval, removal, and merging: Admins can approve pending agents individually or in bulk (consumes one license per agent, subject to availability), permanently remove a pending agent and its data (adds the device to Do Not Track), or merge a pending agent into an existing user record (with or without consuming an additional license, depending on whether the admin chooses to merge the underlying agents).
- Continued data collection during the pending period: Agents in pending status keep collecting productivity data in the background for up to 30 days, even though that data isn't visible in reports until the agent is approved. Data older than 30 days is automatically purged.
- Manual User Approval mode with auto-restore: Admins can optionally turn on manual approval to review all new users before they consume a license, even below their limit. When an account enters overage, the system automatically turns this setting on and prevents the admin from turning it off until the account is back at or under its license limit and the pending queue is empty - at which point the system restores whatever the setting was before overage began. All auto-restore actions are logged to the audit trail.
- Email notifications: Admins receive email notifications when their account has agents on the Pending Licenses tab. This version removes in-app banners and Intercom popups for overage.
Use cases
- An account slightly exceeds its purchased license count when a few new devices start reporting. Rather than losing access to all reports, the admin retains full visibility into their paid-for agents and can review the excess agents in the Pending Licenses tab on their own schedule - approving them if they add licenses, merging them into existing users, or removing them.
- An admin wants to vet every new user before they consume a license, even when under their limit. They can proactively enable Manual User Approval to review and approve new agents on their terms rather than having them auto-consume a license.
Target audience
- Primary personas: Account Administrators (this is the primary and only persona referenced throughout the source doc - it's an admin-facing capability)
-
Fit indicators: Accounts that have recently experienced license overage and been frustrated by losing all reporting access; accounts with fluctuating or growing headcount relative to their purchased license count
How to access
- Direct access: https://app.activtrak.com/#/app/settings/users/pending
- Navigation path: Settings> Users & Groups > Users > Pending Licenses tab
Additional information:
Known limitations
- Not available to MSP accounts, which continue on a separate license management workflow
- Built for ActivTrak's current agent-based licensing model
- Pending agent data history is capped at 30 days; anything older is purged from the system
Support contacts
- General Support: https://www.activtrak.com/support/