Track a platform license through renewal
You want to keep your platform licenses (Webex, Teams, Zoom, Mersive, Logitech Sync, and the rest) from either lapsing or quietly renewing at the wrong seat count. Every license lives in the Licenses workspace, which tracks its seat count, annual cost, renewal date, and the partner who manages it.
Before you start
- You need a seat that can see the Licenses workspace. Owners, admins, and members have it.
- License records have to already be entered. If a renewal you expect is missing, add it first or ask the managing partner to confirm the details.
Open the workspace
Click Licenses in the main nav. The page opens on a single rollup of every license you have, sorted by renewal date so the soonest are easiest to find. A KPI strip across the top answers the questions you ask most often.
| KPI | What it answers |
|---|---|
| Annual spend | Your total annual cost across every platform |
| Seats | Seats in use against seats you're paying for, with utilization |
| Expiring soon | How many renew within the next 60 days |
| Expired | How many are already past their renewal date |
Below the strip, a Spend by platform breakdown shows how cost compares across platforms, and a search box filters the list by platform, product, project, or managing partner.
Screenshot: the Licenses page with the KPI strip, the Spend by platform breakdown, and a row of license records. (apex-company-licenses-light.png)
Work a renewal
- Open Licenses. The list is sorted by renewal date, so the soonest are at the top. The Expiring soon KPI tells you how many fall within the next 60 days.
- Click the license due soonest to open its detail drawer. Confirm the seat count and annual cost are still right before anything renews. This is where a wrong seat count gets caught.
- Check the managing partner on the record. That's the integrator responsible for putting the renewal through with the vendor, and for updating the license details in APEX afterward. The drawer is read-only on your side, so you see everything but the partner owns the edits.
- Use the Spend by platform breakdown when you need to compare cost across platforms (often the first conversation with finance), and the search box to filter by a managing partner when you're consolidating vendors.
How reminders work
The Licenses page colors each renewal date by how close it is: green when it's comfortably out, amber once it's within 60 days, and red once it's past due. That's what drives the Expiring soon and Expired KPIs. Each license record also stores notification thresholds (defaulting to 90, 60, 30, and 7 days before renewal) for future email reminders.
Going deeper: email delivery for these reminders is on the roadmap (Q3 2026). Until it ships, the stored thresholds don't send mail, and the on-screen urgency runs off the 60-day window. Treat the Licenses page as the place you check, not a notification you wait to receive.
Result
You can see, at a glance, which licenses renew next, what they cost, how many seats they carry, and who's on the hook to renew each one. No license lapses by surprise, and no renewal goes through at a seat count you didn't confirm.