How do I create software plans?

Before you begin

You need Admin access to create and manage plans.

View plans for a service

1. Go to Assets → Software.
2. Click on a service to open its detail page.
3. Go to the Plans tab.

You will see all plans set up for this service, with their cost, billing cycle, and number of assigned licenses.

Create a plan

1. On the service detail page, go to the Plans tab.
2. Click Add Plan.
3. Fill in the plan details (see the table below).
4. Click Create Plan.

Plan fields

Edit a plan

On the Plans tab, click on a plan to edit its details. You can update the cost, billing cycle, features, and other fields at any time.

Copy Plan duplicates an existing plan, which saves re-entering everything when you are adding a second tier that differs in one or two fields.

Renaming a plan renames the licences on it. Licence names follow the pattern "Service - Plan" while unassigned, and gain the holder's name — an employee, a space or a location — once something holds them. Renaming the plan rewrites the "Service - Plan" prefix and leaves the holder's name intact.

The plan detail page

Click a plan to open it. Six tabs:

Seat limits and utilisation

The Finance tab shows how many of the plan's seats are in use. Set a Seat Limit and Velory tracks consumption against it, warning you when assignments would exceed it — for example "Over-provisioned: 3 licenses exceed 20 seat limit".

Velory warns rather than blocks. Going over a seat limit is sometimes the right call, and Velory's job is to make sure you know.

Automatic assignment by group

The Groups tab links a group to the plan so its members get a licence automatically. Linking a group creates licences for existing members; unlinking it, or removing someone from the group, unassigns their licence.

This is the same relationship you can set up from the group's own Auto-assign tab in Settings. Either entry point produces the same result.

Agreements

The Details tab shows whether a vendor agreement governs the plan, with Link to agreement or Create agreement when none does. A plan under an agreement is marked Managed, and may show Covered by or Paid by another company in your organisation when that company holds the contract.

Good to know

What is the difference between the cost types?

• Flat Charge: a fixed amount per billing cycle regardless of how many licences are assigned. A team plan at $100/month for unlimited users.
• Per User: the cost multiplied by the number of active licences. $15/user/month with 10 licences is $150/month.
• Pay Per Use: no fixed figure. Spend accrues from actual consumption, and appears as Accrued spend on the Finance tab once usage telemetry arrives for the plan's members.

How does Velory calculate the monthly cost?

Velory normalises every plan to a monthly figure so services can be compared. Yearly is divided by 12, quarterly by 3, monthly taken as-is.

One-time and perpetual plans contribute their full amount, not a spread-out share, so a single large purchase reads as that much monthly spend for as long as the plan is active. Set an End Date to stop it counting. See How do I track software costs and renewals?.

What are suggested plans?

For some services, Velory can fetch plan tiers from the provider's published pricing and offer them for import on the Plans tab, with Import plan and a Last checked time.

This is not switched on for every company. If you do not see a suggestions card, the feature is not enabled for yours, and you enter plans manually — which is the normal path.

Do I have to set a cost?

No. Cost, currency and cost type are all optional. A plan with no cost still works for tracking who has access; it contributes nothing to your spending figures.