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Overview

The License Management dashboard helps administrators track active users, monitor usage against tier limits, and optimize licensing costs. Access at /admin/license.
Access Required: Admin or Owner role

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License Tiers

RippleCore offers three license tiers with different capacity and pricing:
TierMax UsersPrice/User/MonthMonthly Cost (at capacity)
Starter50€15€750
Growth500€10€5,000
EnterpriseUnlimited€7Variable

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Key Metrics

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Active User Count

Definition: Users who have created a session in the last 24 hours Tracked via: Redis session keys with 8-hour expiry Real-time calculation: SCAN session:* COUNT

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Usage Percentage

Visual gauge with color-coded alerts:
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Green
<80%
Healthy usage - no action needed
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Yellow
80-89%
Plan for growth - consider tier upgrade
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Orange
90-99%
Critical - upgrade soon to avoid limit
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Red
100%+
Exceeded - upgrade now (5% grace buffer)

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Inactive Users

Definition: Users who haven’t logged in for 30+ days Purpose: Identify users to deactivate for cost optimization Potential Savings: Displays monthly cost reduction if inactive users are removed

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Features

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Current Usage Display

  • Active users (real-time count)
  • Max capacity for current tier
  • Usage percentage with color coding
  • Monthly cost estimate (active users × price)

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Upgrade Recommendations

Automatically displayed when usage exceeds 80%: 
🔔 Usage Alert: 85% Capacity

You have 42/50 active users. Consider upgrading to Growth tier for:
- 10x capacity (500 users)
- 33% lower cost per user (€10 vs €15)
- Advanced features unlock

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Inactive User Detection

Shows users who haven’t logged in for 30+ days:
UserEmailLast ActiveRoleAction
John Smithjohn@example.com45 days agoMemberDeactivate
Jane Doejane@example.com32 days agoAdminKeep
Cost Optimization: “Removing 5 inactive users = €75/month savings”

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Monthly Cost Calculator

Real-time calculation based on:
  • Active users (24-hour window)
  • Tier pricing (€15/€10/€7 per user)
  • Projected monthly cost = Active users × Price/user

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Usage Alerts

Automated alerts trigger at specific thresholds:

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80% Alert (Planning)

📊 Usage: 80%

You're approaching your license limit. Plan for growth:
- Current: 40/50 users
- Upgrade to Growth tier before reaching 90%

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90% Alert (Critical)

⚠️ Usage: 90%

Critical capacity reached. Upgrade recommended:
- Current: 45/50 users
- 5 seats remaining
- Consider Growth tier (500 users, €10/user)

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100% Alert (Exceeded)

🚨 License Limit Reached

You've exceeded your license capacity:
- Current: 53/50 users (106%)
- Grace period: 5% (2 users)
- Action required: Upgrade tier immediately

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Grace Period

Buffer: 5% over license limit (e.g., 52 users allowed on 50-user tier) Purpose: Smooth growth without blocking new users Recommendation: Upgrade before grace period exceeded

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API Integration

License management data available via REST API: 
GET /api/admin/license
Response: 
{
  "data": {
    "tier": "starter",
    "maxUsers": 50,
    "activeUsers": 42,
    "usagePercentage": 84,
    "monthlyCost": 630,
    "inactiveUsers": 5,
    "potentialSavings": 75,
    "alerts": [
      {
        "level": "warning",
        "threshold": 80,
        "message": "Plan for growth - upgrade recommended"
      }
    ]
  }
}

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Best Practices

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Regular Monitoring

  • Check usage weekly to track growth trends
  • Review inactive users monthly
  • Set calendar reminders for 80% threshold

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Cost Optimization

  1. Identify inactive users (30+ days)
  2. Contact before deactivation (confirm they’re no longer needed)
  3. Deactivate (retain data, prevent login)
  4. Calculate savings (users removed × price/user)

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Tier Planning

When to upgrade:
  • Usage consistently >80%
  • Growth trajectory indicates 90% within 1 month
  • Seasonal peaks approaching
Upgrade process:
  1. Review current usage and trends
  2. Select appropriate tier
  3. Contact sales or upgrade via dashboard
  4. Billing adjusted immediately

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Common Scenarios

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Rapid Growth

Situation: Company hires 15 new employees next month Action:
  • Current: 40/50 users (80%)
  • Projected: 55 users (110% of Starter)
  • Recommendation: Upgrade to Growth tier before hiring wave

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Seasonal Variation

Situation: Volunteer program drives +20 users for 3 months Action:
  • Monitor usage during peak season
  • Consider temporary tier upgrade
  • Review after season ends

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Cost Optimization

Situation: 8 inactive users detected Action:
  • Contact inactive users
  • Deactivate 5 confirmed leavers
  • Savings: €75/month (€900/year)
  • Keep usage below 80%

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Troubleshooting

Cause: Redis session cache refreshSolution: Active users calculated from 24-hour rolling window. Count updates every 5 minutes as sessions expire.
Cause: Grace period active (5% buffer)Solution: Upgrade before exceeding 105% to avoid blocking new users.
Cause: No users inactive for 30+ daysSolution: Check last login dates in user management page.

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Next Steps

User Management

Manage organization members and roles

Organization Settings

Configure company details and branding
Need Help? Contact support@ripplecore.co.uk for license inquiries or tier upgrades.