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Every DataMind OS installation runs on its own License Key, issued on the DataMind Platform. The installation checks in with the platform about once an hour, and the platform answers with a signed licence that says whether the company's account is in good standing. Admin > License shows that answer, runs a check on demand and takes a new License Key.
| Permission | What it allows |
|---|---|
| View License | "View this installation's license status and run a license check" |
| Edit License | "Enter this installation's License Key" |
In the permission editor they sit under Administration, in the License group, as the standard permissions License Viewer (View License) and License Manager (both). The built-in Admin role holds both, and the Admin Viewer and Admin Configurator presets include them. See the Permission reference.
The License button appears at the top of Admin only with View License. A role that holds Edit License without View License cannot open the page; it meets the key form only on the lock screen.
The page is titled License: "The License Key and license status of this DataMind OS installation". It shows the License status card with View License, and the License Key form with Edit License.
The License status card shows the stage as a badge, then these rows. A row without a value is hidden.
| Row | What it shows |
|---|---|
| Enforcement | Whether DataMind applies the license stage: Off, Observe (computed, not applied) or Enforced. |
| Observed stage | Under Observe only: the stage that would apply. |
| Instance | The identifier of this installation on the DataMind Platform. |
| Key | The key kind, then the start and end of the key with •••• between them, for example License Key dm-lic-8ai5nefy••••3kq9, so you can tell keys apart. Company API key (legacy) for an installation that still runs on the company API key; No key. |
| Trial ends | The last moment of the trial. |
| AI and maps stop on | When AI and maps stop, if a payment stays overdue. |
| Locks on | When DataMind OS locks: the earliest of the overdue lock, a refusal lock and the deadline for a key that was never verified. |
| Grant valid until | How long this installation can run on its last check-in without reaching the platform. |
| Last renewal | The last successful check-in. |
When the last check-in failed, a notice between the badge and the rows says why; see When a check-in fails.
The stage badge reads:
| Badge | Meaning |
|---|---|
| Trial | The installation is in its free trial. |
| Trial ended | The trial is over. |
| Active | Everything is in order. |
| Invoice overdue | An invoice is past its due date. Nothing changes yet. |
| Payment overdue | The countdown runs: AI and maps stop on the date shown, and DataMind OS locks on the date after it. |
| AI and maps off | AI and maps are paused for everyone. DataMind OS still opens. |
| Locked | DataMind OS is locked. Your data is safe. |
While enforcement is Off or Observe, the installation reads Active whatever the company's invoices say.
Click Check now on the License status card. The button reads Checking… while it runs,
and the card refreshes when it ends. A check the platform refuses does not show an error toast: read
the notice on the card. If another check is already running, the toast reads
A license check is already running.
Run a check after a payment is recorded, or after you fixed the server's access to the platform: it saves waiting for the next hourly check-in.
When the last check-in failed, the License status card shows a notice with a title, what happened and what to do. It ends with Details: and the text the platform or the installation reported, which DataMind support can read. The notice is a warning; it turns red when DataMind OS locks within three days, or is locked.
When a lock date applies, the notice says how long DataMind OS keeps working:
DataMind OS keeps working until <date>; if no check succeeds by then, it locks. when a successful
check-in can still prevent the lock, or DataMind OS keeps working until <date>, then locks. when it
cannot, for example for a key the platform no longer accepts. A locked installation reads
DataMind OS is locked.
| Notice | What it means and what to do |
|---|---|
| License Key not accepted | The DataMind Platform does not accept this server's License Key, usually because it was regenerated or revoked on the platform. Paste the current key in the License Key form. Without Edit License, the notice reads Ask an administrator who can change the license to enter the current License Key. |
| DataMind platform not reachable | The check-in could not reach the platform. DataMind OS retries automatically. If it continues, check the API host in Admin > AI Configuration and the server's network access. |
| License grant could not be verified | The platform answered, but its answer could not be verified. Check that the API host points to the DataMind Platform; if it does, contact DataMind with the details. |
| License check time not accepted | The platform refused the time of the check-in, even after DataMind OS corrected for the server's clock. DataMind OS retries automatically; if it continues, contact DataMind with the details. |
| Enrollment failed | The server could not enroll with the platform: no instance there expects the server's address, or the platform could not reach the server. Check the server's instance under Instances on the DataMind Platform; DataMind OS retries automatically. |
| License check did not complete | The platform could not answer the check-in. DataMind OS retries automatically; if it continues, contact DataMind with the details. |
| License check failed | Any other failure. DataMind OS retries automatically; if it continues, contact DataMind with the details. |
| Licensing is not active | Information only: this build of DataMind OS cannot verify license grants, so licensing is off and nothing is ever locked. No action is needed. |
When the card already explains the failure, for example with
This License Key belongs to another server., no second notice
appears: the reported text follows that line as Details:.
You normally do not need to: the DataMind Installer sets this server's License Key. Enter a key here to replace it, for example after an administrator of your company regenerated it under Instances on the DataMind Platform, or when DataMind sends you a new one.
dm-lic-.The form states: "You normally do not need this: the DataMind Installer sets this server's License Key, and so does setup on DataMind cloud. Paste a key here only to replace it, for example after you regenerate it under Instances on the DataMind platform. The key is saved only once the platform accepts it." Until the platform accepts it, the installation keeps its current key. Get a License Key opens the DataMind Platform in a new tab.
When the key is not saved, the reason appears in red under the field:
| Message under the field | What it means |
|---|---|
A License Key is dm-lic- followed by 64 lowercase letters and digits | The value is not a complete License Key. Copy it again, in full. |
The DataMind platform does not accept this License Key: it may have been regenerated, or its instance removed. | The key is not, or no longer, valid on the platform. The full key is shown only once, so regenerate it if you no longer have the newest one. |
This License Key belongs to another DataMind OS server, and each server needs its own. | Another installation already uses this key. |
The DataMind platform could not be reached, so the key was not saved. | The server could not reach the platform. |
The DataMind platform answered, but its answer could not be verified, so the key was not saved. | The platform's answer could not be verified. |
The DataMind platform refused the time of the request, even after DataMind OS corrected for this server's clock, so the key was not saved. | The platform did not accept the time of the request. |
The DataMind platform received too many requests from this server. | The platform is limiting requests from this server for a moment. |
A license check is already running. | A check-in is in progress. |
This server cannot use a License Key yet because its install seed is missing. | The installation has no identity of its own to sign its check-ins with. |
This DataMind OS build cannot verify License Keys, so a key cannot be saved here. | This build of DataMind OS does not check licences. Nothing is locked on it; contact DataMind. |
| Stage | AI and maps | DataMind OS | Who sees what |
|---|---|---|---|
| Trial | No AI until your company has a plan; maps on | Open | A chat says "AI is not included in the trial yet." |
| Active, Invoice overdue | On | Open | Nothing; the dates are on this page |
| Payment overdue | On | Open | People with View License see a banner and receive one email |
| AI and maps off | Off | Open | Everyone sees a banner; chat and maps say why |
| Locked | Off | Locked | Everyone sees the lock screen |
During a trial, pay-as-you-go models are hidden from every model list, and only the Kartlos models can be chosen. Paying the oldest unpaid invoice on the DataMind Platform returns the installation to Active at its next check-in; click Check now to apply it at once.
A banner at the top of every page tells people with View License what needs attention, with an Open License link. One banner shows at a time:
AI and maps are off: payment is overdue.No contact with the DataMind platform since <date>.Payment for DataMind OS is overdue.
You can dismiss this one for a day.Everyone else sees a banner only while AI and maps are off: AI features and maps are paused for this installation. It can be dismissed until the browser tab closes.
When the installation has an email channel configured, everyone with View License receives:
DataMind OS: license payment is overdue, once, when the countdown starts.DataMind OS cannot reach the DataMind platform, when the installation has gone without a
check-in for too long (24 hours by default).The emails give dates as YYYY-MM-DD. In Observability > Logs > Notifications they show
with the source License alert. See Notifications
for the email channel.
The installation keeps working on its last check-in while it cannot reach the platform. After the
alert time (24 hours by default) its administrators are told; when the last check-in expires
(14 days by default), DataMind OS locks until a check succeeds. Fix the server's outbound access to
platform., then click Check now.
A locked installation sends everyone to the lock screen: "DataMind OS is locked. Your data is safe.", "The app is paused until the license is in order. Scheduled workflows keep running."
DataMind OS is still locked.Nothing is deleted while DataMind OS is locked, and scheduled workflows keep running.
An administrator of your company adds an instance under Instances on the DataMind Platform, which shows the instance's License Key once; or DataMind sends it to you. Get a License Key on the form opens the platform.
Another installation already checked in with this License Key, and a key works for one installation only. Add an instance on the DataMind Platform for this server and enter its key here. If this server replaced the other one, ask DataMind to reset the key so this server can use it.
After its next check-in, or at once when you click Check now, the License status card shows License Key not accepted and says until when DataMind OS keeps working before it locks. Paste the new key in the License Key form, and the notice goes away once the platform accepts it.
The installation applies the change at its next check-in, within the hour. Click Check now to apply it at once.
No. Nothing is deleted. Sign-in still works, everyone sees the lock screen, and scheduled workflows keep running. Paying the overdue invoice unlocks it, or entering this server's own License Key when the lock came from a key problem.
It keeps working on its last check-in. Its administrators are told after the alert time, 24 hours by default, and it locks when the check-in expires, 14 days by default, unless a check succeeds before.
The installation still runs on your company's API key. The DataMind Installer exchanges it for this server's own License Key at its next update.
Everyone with View License, when the installation has an email channel configured. The notification log lists them with the source License alert.
The page needs View License. The built-in Admin role has it; otherwise ask an administrator for the License Viewer or License Manager permission, or one of the presets that include them.
They are not available during a trial. Choose Kartlos Premium or Kartlos Standard.