Managing Lucanet Licenses | Lucanet Knowledge Base

The Lucanet licenses workspace of the Lucanet CFO Solution Platform provides an overview of your licensed solutions, their license packages, the used license slots per user role, and their licensed units, where applicable. Each licensed solution is displayed as an expandable card. Users with the License Manager role can request license upgrades directly from the Lucanet CFO Solution Platform.

The Lucanet licenses workspace can be found under Administration | Platform management in the CFO Solution Platform and is displayed as follows, for example:

Shows the 'Lucanet Licenses' workspace in the CFO Solution Platform on the 'Licensed solutions' tab, with the 'AI in the CFO Solution Platform' card at the top and one card per licensed solution below it, each with its license package and, where available, the 'Upgrade' button. Highlighted in red is the 'Lucanet licenses' entry under 'Platform management' in the 'Administration' menu. — 'Lucanet licenses' workspace

Your licensed solutions are listed on the Licensed solutions tab of the Lucanet licenses workspace in the CFO Solution Platform. The number next to the tab indicates how many solutions you are licensed for.

Use Expand all or Collapse all in the top right corner to open or close all cards at once, or click the arrow on an individual card to expand it.

An expanded solution card is displayed as follows, for example:

Shows the expanded solution card 'Tax Compliance & Reporting' in the 'Lucanet Licenses' workspace of the CFO Solution Platform with the license package 'Professional', the 'Upgrade' button, the license slots per user role under 'User role' and 'Usage', and the 'Reporting entities' under 'Other' and 'Licensed units'. — Expanded solution card

Each solution card in the Lucanet licenses workspace displays the following information:

Element	Description
Solution name and icon	The licensed solution
License package	The package you have purchased for the solution (for example, Basic, Professional, or Advanced), displayed as a badge next to the solution name. For more information on our license packages, see Find the perfect solution for your business needs.
User role/Usage	The license slots per user role, displayed as used/total with a usage bar. When a user role has unlimited license slots, the usage is displayed as used/Unlimited, and the usage bar remains unfilled.
Other/Licensed units	Additional licensed units for the solution, for example the licensed Reporting entities for Consolidation & Financial Planning.
Upgrade	The option for users with the License Manager role to request a license upgrade for the solution (see Requesting a License Upgrade).

Lucanet.Certified Professional users do not require license slots. They are not counted in the license overview.

When the license slots for a user role of a solution are used up or are running low, the solution card in the Lucanet licenses workspace displays a Usage limit badge next to the solution name, together with a warning banner for each affected user role:

Banner	Description
Red	All license slots for the user role are used up.
Orange	The user role is about to use up all its license slots.

If both a red and an orange banner apply at the same time, the Usage limit badge reflects the more critical (red) state.

Usage limit warnings are displayed as follows, for example:

Shows the solution card 'ESG Reporting' in the 'Lucanet Licenses' workspace of the CFO Solution Platform with the 'Usage limit' badge, a red warning banner for the user role 'Data collector', and an orange warning banner for the user role 'Administrator'. — Solution card with usage limit warnings

To resolve a limit warning, a user with the License Manager role can request a license upgrade for the solution (see Requesting a License Upgrade).

You can request license upgrades directly from the Lucanet CFO Solution Platform. The request is automatically forwarded to Lucanet and triggers the relevant approval and provisioning processes.

Important: All license upgrades, extensions, and amendments initiated via the Lucanet CFO Solution Platform are legally binding. License upgrades can therefore only be requested by users with the License Manager role (see User Roles | License Manager). Make sure that the person requesting the upgrade is authorized to make contractual commitments.

To request a license upgrade in the CFO Solution Platform:

Navigate to Administration | Platform management | Lucanet licenses.

On the card of the desired solution, click Upgrade. The Request License Upgrade dialog is displayed as follows, for example:

Shows the 'Request License Upgrade' dialog in the CFO Solution Platform for 'Consolidation and Financial Planning' with the 'Order details' area for user roles and reporting entities, the 'Summary' area, the 'Purchase order' field, the confirmation check box, and the 'Cancel' and 'Send request' buttons. — 'Request License Upgrade' dialog using Consolidation & Financial Planning as an example

In the Order details area, specify the desired components and quantities. The available components depend on the respective solution. The prices displayed are based on your current contract.

In the Summary area, review the automatically calculated overview of the selected components and the monthly total fee.

Optional: In the Purchase order field, enter a purchase order number that should appear on your invoice.

Activate the check box to confirm that the automated upgrade request via the Lucanet CFO Solution Platform constitutes a binding contract amendment.

Click Send request.

You will receive an e-mail and an in-app notification once your request has been processed. After the upgrade is activated in your environment, the additional license slots and reporting entities are displayed in the Lucanet licenses workspace.

In the Lucanet CFO Solution Platform, you can only add license slots. To reduce or remove license slots, please contact your Lucanet representative.

Only one license upgrade request per solution can be processed at a time. While an upgrade request is being processed, the

Upgrade

option for the respective solution is disabled. Once the request is completed, you can submit a new request.

On the AI in the CFO Solution Platform card, users with the License Manager role can activate and deactivate Lucanet Lume, the agents, and all other AI features. For all other users, the card only displays the current status of the AI features. For more information, see User Roles | License Manager.

The card is displayed as follows, for example:

Shows the 'AI in the CFO Solution Platform' card in the 'Lucanet Licenses' workspace with the status 'On', the switch for the AI features, and the description of the availability of 'Lume', agents, and general AI capabilities. — 'AI in the CFO Solution Platform' card with the status 'On'

To activate or deactivate the AI features in the CFO Solution Platform:

Navigate to Administration | Platform management | Lucanet licenses.

On the AI in the CFO Solution Platform card, change the status.

Confirm the change with Proceed.

When you activate the AI features, you consent to the use of AI across your Lucanet solutions.

The change is processed in the background. During this time, the status cannot be changed again, not even by other license managers.

If you deactivate the AI features, all users lose access to Lucanet Lume and to all agents. You can activate the AI features again at any time.

All users receive a notification when the AI features are activated or deactivated.

For users who log in after the change, the new status applies immediately. For users who are logged in at the time of the change, the new status applies as soon as their session ends. To apply the new status right away, these users can log out and log in again.

When the AI features are activated, all users can use Lucanet Lume. Individual agents, however, are only available once a platform administrator has assigned them to users in Administration | User management | Users. While the AI features are deactivated, the assignments are retained. As soon as the AI features are reactivated, the assigned agents are available again. For more information, see Creating and Editing Users | Assigning AI Agents to a User.