Licensing

In this article you will learn more about the licensing of CodeTwo Email Signatures for Office 365.

Trial version

The trial version of CodeTwo Email Signatures for Office 365 can be used for free for 14 days, for up to 1000 mailboxes. During this period, the program works exactly the same as the full, licensed version. Once the 14-day trial period is over, the program stops adding signatures and you will receive multiple notifications via email about that. When you purchase a subscription, there is no need to reinstall the software - all the previous settings will be kept and ready for use.

Important

If you do not wish to continue using the software after the trial version has expired, remember to uninstall the program and deregister your tenant, or those emails that would otherwise pass through the CodeTwo Email Azure Service will be blocked.

If your company needs additional time to test CodeTwo Email Signatures for Office 365 after the trial version expires, contact us.

How is the software licensed and how are the licenses counted?

Licensing of CodeTwo Email Signatures for Office 365 is based on a monthly or yearly subscription model.

Info

If you want to purchase a different subscription period, please contact CodeTwo Support.

Every user whose emails are routed through the CodeTwo Email Azure Service consumes one license. This applies to shared mailboxes as well, because Office 365 treats shared mailboxes as users. It does not matter if an email is actually stamped with a signature (this depends on your signature rule conditions defined on the Senders tab), what matters is the fact that an email passes through the CodeTwo Email Azure Service (there are 3 exceptions: emails sent from aliases, from mail-enabled public folders, and emails sent as groups and distribution lists do not consume licenses because they are not supported by the signature-adding mechanism).

To learn how to manage the scope of these users, see this Frequently Asked Question.

How can I get a license?

The product license is sold as a subscription which can be purchased in CodeTwo Admin Panel. In order to pay for the subscription, you need to add a payment method on the Payment methods tab. After that, access the Manage tenant page - you can do it from the Dashboard or the Tenants tab by clicking the Manage tenant (ESIG for O365 settings button2 13px) button next to the name of your tenant. Enter the Subscription page (Fig. 1.) and click Buy subscription. A wizard will guide you through the process of ordering a subscription. If you have not defined a payment method yet, you will be asked to do so.

ESIG 365 Subscription - free trial
Fig. 1. The subscription management page - trial version.

How can I check the number of available licenses and which accounts are using them?

To check the number of available licenses, open the Admin Panel's Dashboard or Tenants tab and click the Manage tenant (ESIG for O365 settings button2 13px) button next to the name of your tenant and select Subscription from the left menu. You can also access this page from the Manage Signatures App via the Settings (ESIG for O365 settings button 14px) button in the upper right corner. To check which account is using each license, click Show used licenses (Fig. 1.). This will list all the email addresses to which a license has been assigned.

If you want to change the number of licenses, see this section.

How to reset licenses?

The program assigns licenses to every user whose emails travel through the CodeTwo Email Azure Service, as described earlier in this article. The scope of users is defined during the configuration of Exchange Online connectors (for more information, click here). There might be situations when you want to reset your license count. The most common cases are:

  • if you want to reassign a license to another user,
  • when you configured the connectors for more users than the number of your licenses and, as a result, all your licenses have been consumed. In such a case, you need to start with limiting the scope of senders in the connectors configuration wizard before you reset the licenses.

To restart the assignment of licenses, open CodeTwo Admin Panel. On the Dashboard or Tenants tab, click the Manage tenant (ESIG for O365 settings button2 13px) button next to the name of your tenant and select Subscription from the left menu. Click Reset license count (Fig. 1.) in the Licensing section, and the program will begin to count licenses from zero.

Important

  • You cannot reset the license count more often than every 72 hours.
  • Resetting the license count does not interrupt your mail flow.

How can I change the number of licenses?

If you want to change the number of licenses (for example, buy licenses for more users), you can do it from the Admin Panel by editing your subscription. On the Dashboard or Tenants tab, click the Manage tenant (ESIG for O365 settings button2 13px) button next to the name of your Office 365 tenant. You will land on the Manage tenant page. Select Subscription from the menu on the left to access the subscription settings (Fig. 2.).

Tenant management in the User Panel.
Fig. 2. The subscription management options - paid subscription.

To change the number of licenses, click Edit subscription. Modify the number of licenses, and the program will show an updated total price for your subscription period. Click Next to review the modified subscription order. You can check how many licenses will be added/removed and how your credit card will be charged (Fig. 3.). To finish, click Change subscription.

  • If you increased the number of licenses (Fig. 3.), then at this point you will be charged only for the additional licenses that will be used in the current billing cycle. In the next billing cycle, your credit card will be charged for the total number of licenses.
  • If you decreased the number of licenses, then the subscription price and the number of available licenses will be decreased starting from the next payment renewal date (next billing cycle).

ESIG 365 changing the number of licenses
Fig. 3. The Preview page shows how many licenses have been added or removed.

How can I change my subscription plan?

If you want to change your subscription plan, you need to cancel your current subscription and buy a new one. See this Knowledge Base article for step-by-step guidelines.

How can I pay for my subscription?

To buy a subscription and mantain its continuity, you need to define a payment method. You can add one or more credit cards to pay for your subscriptions. Note that CodeTwo is PCI compliant.

Adding a new payment method

If you don't have any payment methods defined yet, you need to add a new credit card. You can do that when you purchase a subscription for the first time or you can go directly to the Payment methods tab in CodeTwo Admin Panel and click Add new (Fig. 4.).

ESIG 365 Payment methods tab
Fig. 4. The Payment methods tab in the Admin Panel.

Changing a payment method

If you need to change or update your payment method for a subscription, for example because your credit card has expired, you first need to make sure that your payment methods are correctly defined. You can do that on the Payment methods tab in the Admin Panel (see Fig. 4.). If your card is expired, you need to add a new card. Then you need to go to the Subscription page (see Fig. 2.) and update your payment method information by editing your subscription. To do so, click Edit subscription and choose the card you just added from the Payment method drop-down list. Then proceed to the Preview page and click Change subscription (see Fig. 3.). If you have multiple subscriptions, you need to update your payment method for each of your subscriptions individually. In this way you maintain the continuity of your subscription. When you finish, you can remove your old credit card on the Payment methods tab, if applicable (make sure that all of your subscriptions are updated first).

What to do if my credit card expires or stops working otherwise?

When your payment fails, your subscription temporarily expires. Do not worry about your signatures - we will continue adding them for some time and you will receive multiple email notifications from us regarding the payment problems.

  • If your card stops working, our payment processor will try to charge it several times within the next 72 hours. When you fix your card problems after that period, you will have to reactivate your subscription in CodeTwo Admin Panel (Fig. 5.).

ESIG 365 Subscription reactivation
Fig. 5. Subscription management options - payment failure.

  • If your credit card expires, your subscription will resume the moment you add a new card and assign it to your subscription, as explained here.

How can I remove my credit card?

To remove a credit card, click Remove (see Fig. 4.). If there are any active subscriptions that use this card, you will not be able to remove the card until you cancel these subscriptions. Note that if your card expired and you want to add a new card, you do not need to remove the old one but you can update your card by editing it so that your subscription is not interrupted. Learn more

How can I cancel my subscription?

To cancel a subscription for a tenant, open the Admin Panel's Dashboard or Tenants tab, click the Manage tenant (ESIG for O365 settings button2 13px) button next to the name of your tenant and select Subscription from the left menu. This will open the subscription management page (see Fig. 2.). You can also access this page from the Manage Signatures App, via the Settings (ESIG for O365 settings button 14px) button in the upper-right corner (you might need to log in with your CodeTwo Admin Panel account to proceed with the cancelation). Click Cancel subscription to terminate your subscription plan.

Important

Cancelation will be effective at the end of your current subscription period (billing cycle) - until then, your signatures will be added as usual. We will send you email reminders before and after your subscription (billing cycle) expires. See this section to learn how to resume your subscription.

To prevent potential blocking of your mail flow, remember to deregister your tenant after your subscription expires - this will remove the CodeTwo Exchange Online connectors that route email through the CodeTwo Email Azure Service. These connectors are not removed automatically when you cancel your subscription.

What happens with my data and settings after I cancel a subscription?

After you cancel a subscription and it expires (your billing cycle ends), or after your trial period expires, we keep your tenant-related data and program settings (such as signature rules) on Microsoft Azure servers for 180 days (unless the law requires us to keep customer data longer) before they are permanently removed. Within this 6-month period, you can conveniently return to our services and all of your settings are available immediately.

If you want us to delete your data right after you cancel your subscription, contact us.

Learn more about data safety

How can I resume my subscription?

Before you resume your subscription, remember that:

  • If you recently canceled a subscription, your signatures are still added until this subscription expires (which is at the end of your current billing cycle). To avoid double payment, it's best to resume the subscription right before the current one expires.
  • If you resume using the program within 6 months after your subscription expired, all the settings associated with your tenant (including email signature rules) will be restored. Learn more about our data retention policy

To resume a subscription, go to the Dashboard or Tenants tab in CodeTwo Admin Panel. Click the Manage tenant (ESIG for O365 settings button2 13px) button next to the name of your tenant to open the Subscription management page. Click Buy subscription (see Fig. 1.) to resume the subscription.

How can I stop using CodeTwo services completely?

If you want to stop using our services, all you need to do is deregister your tenant (as described in this article) and the software will immediately stop adding signatures. Deregistering a tenant automatically cancels this tenant's subscription.

What will happen to my subscription if I change my domain in Office 365?

Nothing, because subscriptions are associated with tenants, not with domains. If you change a domain (i.e. add a new domain and remove the old one in Office 365), the signatures will be added as previously.

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After you change a domain, the email addresses of your users will change. That is why we recommend that you restart the assignment of licenses. To do that, open CodeTwo Admin Panel. On the Dashboard or Tenants tab, click the Manage tenant (ESIG for O365 settings button2 13px) button next to the name of your tenant and select Subscription from the left menu. Click Reset license count (Fig. 1.) in the Licensing section and the program will begin to count licenses from zero.

See also

License Agreement - this article contains the terms and conditions of using CodeTwo software.

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