About Concurrent User Licensing

Why pay for a license for each and every user?

With “simultaneous” or “concurrent” user licensing, you only need to buy a license for the number of people who will be using the system at the exact same time, which is typically much less than the total number of “named” users (i.e. total user ID codes).

Concurrent user licensing is often much more affordable than total/named user licensing, especially when users only need to access to the system once in a while.


10:1 Ratio for Casual/Occasional Users

Certain types of SpendMap users only need to access the system from time to time.

These “casual” or “occasional” users will log into the system to do their work, and then they’ll log out a few minutes later, releasing their license for others to use…

  • Requisitoners (i.e. staff that will only be requesting items from time to time),
  • Approvers (i.e. Managers that will only be approving orders),
  • People who just need to run the occasional report,
  • Etc.

That said, your “core” users who will be using the system all day long will likely need their own license…

  • Buyers,
  • Purchasing Managers,
  • Inventory Managers,
  • Etc.

At SpendMap, we usually count on a concurrent user license for each of your “core” users, but for your casual/occasional users, it tends to be a 10:1 ratio. For example, 5 concurrent licenses might support 40 or 50 occasional users since, again, they will only use the system for a few minutes at a time, then they’ll log out.

Usage Examples

Here are a few typical examples of concurrent-user licensing in SpendMap…

Sample SystemNamed UsersTypical Concurrent Users
Small System...
• Purchasing (Purchase Orders)
• E-mail
• 2 Buyers
• 1 Manager (reports only)
2-3 concurrent users
Mid-Size System...
• Purchasing
• Requisitions and Approvals
• Receiving
• E-mail
• 1 Full-Time Purchasing Manager
• 50 Requester/Receiver
• 10 Requisition Approvers
7-10 concurrent users, depending on transaction volume/frequency
Bigger System...
• Purchasing
• Requisitions and Approvals
• Receiving
• Invoice Approval
• Inventory Control
• E-mail
• 5 Full-Time Buyers
• 1 Full-Time Stock Manager
• 1 Full-Time Accounts Payable
• 150 Requester/Receiver
• 50 Requisition Approvers
25 concurrent users

Economies of Scale

Concurrent user licensing tends to be very affordable because it has economies of scale built in. That is, the bigger the system gets, the wider the ratio of total-to-concurrent users. For example, while you might need one or two concurrent user licenses for one or two total users (they might need to use the system at the same time), typically a few concurrent licenses will service 10 total users, while 10 licenses might serve 50 or even 100 people.

Think of it as you would your telephone lines. If you have 200 employees, you probably don’t have 200 phone lines.


Concurrent user licensing also takes into account that the system is more “valuable” to your core users than it is to your casual/occasional users. For example, a Buyer or Purchasing Manager gets more out of the system than, say, a Requisitioner or other occasional user.

At SpendMap, we feel that you shouldn’t have to pay the same license fees for these very different types of users.

No Sharing

Regardless of your concurrent user license for SpendMap, you can have an unlimited number of users set up in the User Master File, each with their own User ID Code and Password, and each user can be restricted as to what they can do in the system.

Therefore, unlike systems that license based on total/named users, there will be no temptation to share user ID codes to try to save money on licenses. The last thing you want is people sharing user accounts, as doing so would make it impossible to figure out who did what in the system (your auditors would have a fit!).

Questions? Not sure how many licenses you need?

Please call our Sales Office and we’ll help you work it out.

Are you ready to get started with SpendMap?

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