Named vs. Concurrent User Licensing

Ready to discover Trackmedium’s flexible licensing options?

Understanding licensing options for Quality Management System (QMS) Software

As you explore the world of Quality Management System (QMS) Software solutions, it's essential to understand the various licensing options available, particularly Named Licensing and Concurrent Licensing. Understanding the difference between these models is crucial for organizations looking to select the most suitable QMS software for their needs.

Concurrent Licensing VS Named Licensing in Quality Management System (QMS) Software

Named Licensing

Named licensing, also known as user-based licensing, is a model where each individual user is assigned a unique license to access the QMS software. Here are some key points to consider:

  • License Ownership: The license is tied to a specific user, potentially creating rigidity in software usage.
  • Individualized Access: Each user is granted exclusive access to the software.
  • Cost-Inefficiency: Named licensing may be less cost-effective for organizations with fluctuating user numbers or where users don't require constant access, potentially leading to overspending on unused licenses.
  • Administrative Complexity: Managing named licenses can be more administratively burdensome as licenses are tied to individual users.


  • If you have 100 people in your organization and they all need access to the software – even though not at the same time – then you need 100 named licenses.

Concurrent Licensing

Concurrent licensing uses a software licensing model that allows multiple users to simultaneously access the software. In this licensing model, also known as floating licensing, a pool of licenses is made available for users to access the software simultaneously.

When a user logs into the software, a license is temporarily assigned to the user. When the user logs out, the same license is released into the pool, making it available to other users. When a company purchases 10 concurrent licenses, up to 10 employees can use the software. An eleventh person would have to wait until one of the 10 users released a license.

Here's what you need to know:

  • Flexibility: Since licenses are not tied to specific users, they can be dynamically allocated based on demand.
  • Shared Access: Users share a pool of licenses, meaning only a certain number of users can access the software concurrently.
  • Cost-Efficiency: Concurrent licensing can be more cost-effective for organizations with fluctuating user numbers or where users don't require constant access.
  • Administrative Ease: Managing licenses becomes simpler as they are not tied to individual users, reducing administrative overhead.


  • If your organization has 100 people who need the software but not all at the same time, you may only get 20 concurrent licenses. This means that all 100 users will be setup and have access but only 20 can connect at the same time.

Comparison Table:

Table below shows the difference between named and concurrent licensing in terms of flexibility, cost, management, usage restrictions and scalability:

Concurrent Licensing VS Named Licensing in Quality Management System (QMS) Software comparison table

How many concurrent licenses do I need for my organization?

Determining the necessary number of concurrent licenses for your organization can be a complex task, but it often leads to significant cost savings for your software investment. To streamline this process, here are key factors to consider:

  • User Activity: Evaluate the number of users who will actively engage with the software simultaneously.
  • Module Usage: Assess the frequency and intensity of usage for specific modules.
    For instance, frequent utilization of the Document Control module necessitates more licenses compared to sporadic access.
  • Departmental Usage: Consider the number of departments or teams utilizing the software.
  • Employee Involvement: Account for the level of engagement required from each employee.
  • Work Schedule: Factor in the work schedules of employees, particularly if they work in shifts or access the software at different times. This consideration might reduce the overall number of licenses needed.

By meticulously analyzing these aspects, you can accurately determine the optimal number of concurrent licenses essential for your organization's operations.

Request a Demo

Ready to learn more about Trackmedium QMS's easy to use software modules?

All you have to do is:

  • Provide your info
  • We'll reach out to learn about your priorities and schedule a demo