Overview

To maintain continuous visibility, it is essential to understand how Teramind manages license limits. Teramind utilizes a dynamic seat allocation model based on login order. When the number of monitored employees or computers exceeds your license count, Teramind does not charge overage fees. Instead, it only records data for the first monitored users/computers that connect to the Teramind Dashboard, up to your license limit. Any additional monitored users/computers that connect after the limit will not be monitored or shown in reports for that period.

Example: How Priority Assignment Works

You have 10 licenses and 15 monitored employees.
As employees connect, Teramind assigns licenses to the first 10 that connect.
These first 10 employees are actively monitored and counted against your license limit.
The remaining 5 employees who connect after all 10 seats are taken are not monitored and do not consume additional licenses.
If one of the first 10 disconnects or is no longer monitored, the next monitored employee who connects will automatically take that freed seat.

Agent Impacts

Revealed Agent: If a user falls outside the license coverage, they will be unable to log into the Revealed Agent interface on their computer. As a result, they will be unable to start/stop monitoring, no policies/rules will be enforced. Their activities will not be tracked on the dashboard either.
Stealth/Standard Agent: Since the Stealth/Standard Agent doesn’t require login, the user will not notice anything. But their activities will not be tracked, and no policies/rules will be enforced.

Monitoring License Usage in the Dashboard

You can track your license status and identify unlicensed users through several specific areas:

Notifications

If an employee cannot be monitored due to license restrictions, you will see a message in the Notification (Issues) dashboard, “Employee <username> failed to login from computer <computer name>. License restriction".

Warning Icon

A red Warning icon next to an employee’s name in the Employees screen indicates you have enabled monitoring for this employee, but they are currently unlicensed and their activities are not being tracked.

Licensed Column

The “Licensed” column in the Employees screen shows "Yes" if the employee is licensed or "No" if they aren’t. Note that if you turn on monitoring for a user, this status changes to "Yes," even if you have already exceeded your license allotment. So, an “Yes” in the employee’s License or Monitored columns doesn’t necessarily mean they will be tracked. They will only be tracked if they login before the allotments are used up by other licensed and monitored employees.

Licenses in Use

You can view the total license count and usage in the right-hand corner of the Employees screen or under My Account > Subscription.

Best Practices to Prevent Data Gaps

To ensure high-priority users are always tracked, consider the following management strategies:

Increase Seat Count

Navigate to My Account > Subscription and select Increase licenses. This is the most reliable way to prevent accidental displacement.

Disable Monitoring for Unneeded Employees

Manually turn off monitoring for non-essential staff using the Monitor toggle button in the employee's profile or use the Enable Monitoring / Disable Monitoring option from the Employee Actions Menu. This prevents them from accidentally "stealing" a seat from a priority user.

Enable License Alerts

Navigate to Settings > Alerts and enable Send license overutilization daily email alert. This sends a daily notification if your monitored user count exceeds your license limit.