Welcome to the Cocktail License Manager! This guide will help you understand how to use the application to manage your team’s software licenses. We’ve written this guide to make it easy to, whether you’re new to license management or just new to this particular tool.
The Cocktail License Manager is a web-based software tool that allows organizations to efficiently manage and distribute software license keys among their team members. Designed specifically for team license holders, the application provides role-based access control where Owners and Managers can assign licenses to users, track who has access to which keys, manage team membership, and oversee multiple organizations from a single interface, all while ensuring compliance through automated lease management and assignment tracking.
The Cocktail License Manager is not a tool for managing personal license key holders, since only team license keys are tracked by the software. Personal license keys are tied to your email for activation and can’t be reassigned to someone else.
Getting Started with Your Account #
Creating Your First Account #
If you’ve purchased team license keys for your organization, you’re ready to create your account and start managing licenses. When you first open the application, you’ll see a login screen with a “Register” button. Click that button to get started.
You’ll need to enter the email address you used when purchasing your license keys. This is important because the system needs to verify that you actually own team licenses before it lets you create an account. You’ll also create a password and enter your name. Once you submit this information, the system will send you a confirmation code via email. Enter that code to complete your registration.
Here’s what happens behind the scenes: the system creates a new organization just for you, automatically links all your team license keys to that organization, and makes you the Owner. This means you have full control over who can access these licenses and how they’re distributed among your team members.
Logging Into the Application #
Once you’ve registered, logging in is straightforward. Just enter your email address and password, and you’re in. The system will give you a session that lasts for 24 hours, so you won’t need to keep logging in throughout the day. When you log in, you’ll see a dashboard that shows your organization name, all the people in your organization, and all your license keys along with who’s using them.
Understanding Roles and Access #
Who Can Use the License Manager #
Not everyone in your organization needs to access the License Manager application itself. In fact, the application is designed specifically for people who need to manage licenses, not for people who just need to use them. There are three roles in the system: Owner, Manager, and User.
If you’re an Owner or Manager, you can log in to the License Manager and perform administrative tasks. If someone in your organization has the User role, they won’t be able to log in at all. This might seem strange at first, but it makes sense when you think about it: most team members just need a license key to use the software. They don’t need to see who else has licenses or make changes to assignments. The User role is perfect for these team members.
What Owners Can Do #
As an Owner, you have complete control over your organization. You can assign license keys to people, take them back when needed, add new team members, remove people who’ve left, and even change who has management access. You’re also the only person who can rename the organization or transfer ownership to someone else.
The ownership role is powerful, but it also comes with responsibility. You can’t just delete yourself from the organization or change your own role. If you want to step down as Owner, you’ll need to transfer ownership to someone else first. This ensures that every organization always has someone in charge.
What Managers Can Do #
Managers have almost all the same powers as Owners. They can assign and revoke license keys, add and remove users, and promote people to Manager or demote them back to regular User status. The only two things Managers can’t do are transfer ownership and rename the organization. These are reserved for the Owner to prevent confusion about who’s ultimately in charge.
If you’re a Manager, you can handle day-to-day license management without bothering the Owner for every little thing. This makes it easy to distribute the workload in larger organizations.
What Users Experience #
People with the User role won’t interact with the License Manager application at all. They’ll simply receive an email when a license key is assigned to them, and they can use that key in the software. If someone with the User role tries to log in to the License Manager, they’ll get an error message explaining that only Owners and Managers can access the application.
If a User needs to become a Manager (perhaps they’ve been promoted or taken on new responsibilities), an Owner or Manager can easily change their role in the Users section of the dashboard.
Managing License Keys #
Understanding Your License Keys #
When you look at your license keys in the dashboard, you’ll notice that some keys can be assigned to just one person, while others can be shared among multiple people. These are called single-user and multi-user keys, respectively.
Single-user keys are straightforward: you assign the key to one person, and they use it. If you need to give it to someone else, you’ll need to revoke it from the first person and then assign it to the second person (though you might need to wait a bit before reassigning it, which we’ll explain in a moment).
Multi-user keys are more interesting. These keys have multiple “slots,” and each slot can be assigned to a different person. For example, if you have a license key with 5 slots, you can assign it to 5 different people at the same time. Each person gets their own slot, and you can manage each slot independently. This is perfect for team licenses where multiple people need to use the software simultaneously.
Assigning a License Key to Someone #
When you’re ready to give someone access to a license, head to the License Keys section of the dashboard. You’ll see a list of all your keys, and for each one, you’ll see whether it’s currently assigned or available. Find a key (or slot) that’s available, and you’ll see a dropdown menu where you can select which person should get this license.
Choose the person from the list and click the Assign button. The system will immediately assign the key to that person and record when the assignment happened. This creates what’s called a “lease” on the license, which we’ll explain more about in a moment. Once the assignment is complete, that person can start using the software with their license key.
Taking a License Key Back #
Sometimes you need to revoke a license key from someone. Maybe they’ve left the company, or maybe you need to reassign their license to someone else. Whatever the reason, revoking a key is simple: just find the assigned key in your list and click the Revoke button next to the person’s name.
Here’s something important to understand: when you revoke a license key, it doesn’t immediately become available for reassignment. The system puts a “lease” on the key that prevents it from being reassigned right away. This lease period exists to ensure proper license tracking and prevent rapid reassignments that could violate licensing agreements. You’ll see a message telling you when the key will be available for reassignment again. Once that date arrives, the key will show as available, and you can assign it to someone new.
Sending License Keys via Email #
After you’ve assigned a license key to someone, you might want to send them the actual key information via email. This is especially helpful for new team members who need to activate their software. Just find the assigned key in your list and click the Email Key button. The system will send an email to that person with all the license key details they need.
You can only email keys that are currently assigned and saved in the system. If you’ve just made an assignment but haven’t saved it yet, you’ll need to save it first before you can email the key.
Adding More License Keys to Your Organization #
If you purchase additional team license keys, you can add them to your organization at any time. Go to the Organization section and click Add Purchased Keys. You’ll see a list of all the team license keys associated with your email address that aren’t already assigned to an organization. Select the keys you want to add and click Add Selected.
The system will link those keys to your organization, and they’ll immediately appear in your License Keys list, ready to be assigned to your team members. Remember, only team license keys can be added to the License Manager. Personal licenses won’t appear in this list.
Managing Your Team #
Adding Someone to Your Organization #
When a new person joins your team and needs access to your software licenses, you’ll want to add them to your organization. Go to the Users section and click Add User. You’ll need to enter their email address, first name, and last name. When you save this information, the system creates a new user account and adds them to your organization.
By default, new users are added with the User role, which means they can be assigned license keys but can’t log in to the License Manager itself. This is perfect for most team members who just need to use the software. If the new person needs to help manage licenses, you can promote them to Manager after adding them.
Removing Someone from Your Organization #
When someone leaves your team, you’ll want to remove them from your organization. Find them in the Users list and click the Delete button next to their name. The system will ask you to confirm, and once you do, that person will be removed from your organization.
Here’s what happens automatically: any license keys that were assigned to that person are immediately cleared and become available for reassignment (after the lease period expires, of course). The person’s user account isn’t completely deleted from the system, though, because they might belong to other organizations. They’re just removed from your organization specifically.
You can’t remove yourself or the Owner using this feature. If the Owner needs to leave, they’ll need to transfer ownership to someone else first.
Changing Someone’s Role #
As your team evolves, you might need to change people’s roles. Maybe you want to promote a trusted team member to Manager so they can help with license management, or maybe you need to demote a Manager back to a regular User.
To change someone’s role, go to the Users section and find the person in the list. You’ll see a dropdown menu showing their current role. Change it to the new role you want (either Manager or User) and click Save or Apply. The change takes effect immediately.
When you promote someone to Manager, they gain the ability to log in to the License Manager and perform all the same tasks you can (except transferring ownership and renaming the organization, which only the Owner can do). When you demote a Manager to User, they lose access to the License Manager entirely and can only be assigned license keys like any other team member.
You can’t change the Owner’s role this way. If you need to change who the Owner is, you’ll need to use the Transfer Ownership feature instead.
Managing Multiple Organizations #
Creating a New Organization #
Sometimes you need to manage licenses for multiple separate groups. Maybe you have different departments, different projects, or different clients, and you want to keep their licenses completely separate. The License Manager lets you create multiple organizations to handle this.
To create a new organization, click the Switch Organization button (you’ll usually find this in the Organization section or at the top of the dashboard). In the dialog that appears, click Create New Organization. Give your new organization a name and click Create.
The system will create the new organization and automatically make you its Owner. Your session will switch to this new organization, and you’ll see an empty dashboard because the new organization doesn’t have any users or license keys yet. You can then add team license keys to this organization using the Add Purchased Keys feature, and you can invite users to join this organization.
Each organization is completely independent. Users, license keys, and settings in one organization don’t affect any other organization. This gives you complete flexibility in how you structure your license management.
Switching Between Your Organizations #
If you’re an Owner or Manager of multiple organizations, you can easily switch between them. Click the Switch Organization button, and you’ll see a list of all the organizations where you have management access. Click on the organization you want to work with, and the dashboard will reload with that organization’s data.
Everything you see in the dashboard is specific to the currently selected organization. The users, license keys, and settings all belong to that organization alone. When you switch to a different organization, you’ll see completely different data.
This makes it easy to manage multiple teams or projects without getting confused about which licenses belong where.
Renaming Your Organization #
If you’re the Owner of an organization and you want to change its name, you can do that easily. Go to the Organization section and click Rename Organization. Enter the new name you want and click Save. The new name will appear immediately in the dashboard header and throughout the application.
Only the Owner can rename an organization. If you’re a Manager and you think the organization needs a new name, you’ll need to ask the Owner to make that change.
Transferring Ownership to Someone Else #
There may come a time when you need to transfer ownership of your organization to someone else. Maybe you’re leaving the company, or maybe you just want someone else to take on the responsibility of being the ultimate administrator.
To transfer ownership, go to the Organization section and click Transfer Ownership. You’ll see a list of people in your organization who are eligible to become the new Owner. Select the person you want to transfer ownership to and confirm your choice.
Once you confirm, that person immediately becomes the new Owner with full administrative access, and you’re demoted to either Manager or User status (depending on what the new Owner decides). This is a permanent change that you can’t undo yourself. If you want to become Owner again, the new Owner would need to transfer ownership back to you.
Be careful with this feature. Make sure you’re transferring ownership to someone you trust, because they’ll have complete control over the organization once the transfer is complete.
Managing Your Account #
Changing Your Password #
If you want to change your password for security reasons or because you think it might have been compromised, you can do that in the account settings. Click on your profile or settings area and select Change Password. You’ll need to enter your current password to prove it’s really you, then enter your new password twice to confirm it.
Once you save the new password, it takes effect immediately. You’ll continue to be logged in with your current session, but the next time you log in, you’ll need to use the new password.
Resetting a Forgotten Password #
If you’ve forgotten your password and can’t log in, don’t worry. On the login screen, click the Forgot Password link. Enter your email address and click Request Reset. The system will send you a password reset code via email.
Check your email for the code, then enter it along with your new password on the reset screen. Click Complete Reset, and your password will be updated. You can then log in with your new password.
Keep in mind that reset codes expire after one hour for security reasons. If your code expires before you use it, you’ll need to request a new one.
Understanding Important Rules and Restrictions #
The Lease System #
One of the most important concepts in the License Manager is the lease system. When you assign or revoke a license key, the system creates a lease that prevents that key from being immediately reassigned to someone else. This might seem inconvenient at first, but it serves an important purpose.
The lease system ensures that license keys aren’t being rapidly reassigned in ways that might violate licensing agreements. It also provides a clear audit trail of who had which licenses and when. When you revoke a license, you’ll see a message telling you when the key will be available for reassignment. Once that date arrives, the key becomes available again.
The lease period is set by your system administrator and applies to all license assignments and revocations. You can’t override or shorten the lease period, so plan your license assignments accordingly.
Who Can Do What #
Throughout this guide, we’ve mentioned that certain actions can only be performed by Owners or Managers. Here’s a quick summary to help you remember:
Only Owners can transfer ownership and rename the organization. Everything else can be done by both Owners and Managers, including assigning and revoking license keys, adding and removing users, changing user roles, and managing organization settings.
Users with the User role can’t log in to the License Manager at all. They can only be assigned license keys by Owners or Managers. If a User needs to perform administrative tasks, they must first be promoted to Manager.
Team License Requirements #
The License Manager is designed specifically for team licenses. When you register for an account, the system checks to make sure you have team license keys. Personal licenses can’t be used with the License Manager.
This requirement exists because the License Manager is built for organizations that need to distribute licenses among multiple team members. If you only have personal licenses, you don’t need the License Manager—you can just use those licenses directly.
When you add purchased keys to your organization, only team license keys will appear in the list. Personal licenses won’t show up because they can’t be managed through the License Manager.
Getting Help and Troubleshooting #
Common Issues and Solutions #
“I can’t log in even though I know my password is correct.”
First, make sure you’re using the email address you registered with, not a different email. If you’re certain you have the right email and password, check whether you have the Owner or Manager role. Users with the User role cannot log in to the License Manager. If you should have management access but don’t, ask your organization’s Owner or another Manager to promote you to Manager.
“I can’t assign a license key to someone.”
Check whether the key is currently assigned to someone else. If it is, you’ll need to revoke it first. Also check whether the key has a lease that hasn’t expired yet. If you recently revoked this key, you might need to wait until the lease expires before you can reassign it. The dashboard will show you when the key will be available.
“I don’t see my newly purchased license keys.”
Make sure the keys you purchased are team license keys (SUBSCRIPTION-TEAM or PERPETUAL-TEAM). Personal licenses won’t appear in the License Manager. If they are team licenses, go to the Organization section and click Add Purchased Keys. Your new keys should appear in the list of available keys to add.
“I accidentally removed someone from the organization.”
You can add them back by going to the Users section and clicking Add User. Enter their information again, and they’ll be re-added to the organization. However, their previous license key assignments won’t be automatically restored—you’ll need to assign licenses to them again.
“I want to delete my account.”
If you’re the Owner of an organization, you can’t delete yourself directly. You’ll need to transfer ownership to someone else first. Once you’re no longer the Owner, another Owner or Manager can remove you from the organization. If you’re a Manager or User, ask the Owner to remove you from the organization.
Getting Additional Support #
If you encounter issues that aren’t covered in this guide, contact your system administrator or the support team for your organization. They can help you with specific problems related to your account, license keys, or organization settings.
Remember that the License Manager is designed to be intuitive and straightforward. Most tasks can be accomplished with just a few clicks, and the interface will guide you through the process. Don’t hesitate to explore the application and try different features—you can’t accidentally break anything, and most actions can be undone if needed.
Summary #
The Cocktail License Manager makes it easy to manage software licenses for your team. As an Owner or Manager, you can assign licenses to team members, revoke them when needed, add new users, and organize everything efficiently. The role-based system ensures that only people who need management access have it, while everyone else can simply receive and use their license keys without worrying about the administrative details.
Whether you’re managing a small team or multiple large organizations, the License Manager provides the tools you need to keep track of who has access to what, ensure compliance with licensing agreements, and make changes quickly when your team’s needs evolve.
We hope this guide has helped you understand how to use the License Manager effectively. Welcome aboard, and happy license managing!
