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CAC 25-26: Managing Software Licenses for Images

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Written by Fegeins Louis
Updated over 2 weeks ago

Overview

This feature streamlines how software licenses are managed in CloudApps by allowing administrators to assign licenses at the district or school level. Licenses assigned at the district level automatically inherit down to all associated schools, eliminating the need to manually input license data during class creation.

This simplifies setup for teachers and supports smoother integration with platforms like Canvas, where licenses can be applied without needing teachers to log into the itopia Admin Portal.

Key Features

  • Centralized License Management: Add and manage licenses from either the district or school level.

  • Automatic Inheritance: Licenses added at the district level are automatically available to all schools.

  • Flexible Application: Licenses can be configured to apply to all existing and future classes or just new ones.

  • Permission-Based Access: Only users with Editor or Owner permissions can add or remove licenses.

Viewing Licenses

From the Manage section (either district or school level):

  • All admins can view configured licenses.

  • Editors and Owners can add or remove licenses.

Note: Licenses inherited from the district cannot be removed at the school level.

Examples:

  • District-level licenses:

  • School-level licenses:

Adding a New License

  1. In the license list, click the “NEW” button.

  2. Select the image you want to associate the license with.

  3. Enter the required license data (fields vary depending on the image).

  4. Choose whether to:

    • Enable "Apply to all existing and new classes" (recommended).

    • Or apply only to new classes.

  5. Click “CREATE” to save, or “CANCEL” to discard.


When a license is added at the district level, all schools in that district will inherit it automatically.

Showing or Hiding License Details

  • Licenses are hidden by default.

  • Click the eye icon to view license details (visible to Editors and Owners).

  • Click the eye icon again to hide the details.

Deleting a License

  1. In the license list, select the license you want to remove.

  2. Click the menu icon (three dots) in the top right corner.

  3. Select “DELETE”.

  4. Confirm by clicking “YES, DELETE LICENSE”.

⚠️ Licenses inherited from the district cannot be deleted from the school level.

Applying a License During Class Creation

When creating a class:

  • If a license exists for the selected image, the “Use preconfigured license” toggle appears (enabled by default).

  • To use a custom license instead, disable the toggle and enter your license manually.

If a license is required and no district/school license is available, you must manually enter your own.

Managing Licenses for Existing Classes

  1. Open the class tile from the class list.

  2. Click on the Manage tab.

  3. In the "Desktop Image" tile click on the Edit icon.

  4. Select “MANAGE LICENSES”.

  5. In the license form:

    • Toggle “Use preconfigured license” to apply an inherited license (if available).

    • Or disable it to manually enter your own.

  6. Click “SAVE” to apply the changes, or “CANCEL” to exit.

Only Editors, Owners, and the assigned teacher can manage licenses for a class.

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