Create licences

Navigate to the Licence management section in the organization settings. In the Create licence provider field, enter the name of a picture agency, photographer or other author > Complete the process with Enter. New licences can now be created under the licence provider: click on + Create licence > first define a name for the licence in the dialog window (e.g. RM-Pictures 2025/01).

If you activate Activate expiry date at this point, an individual expiry date will be requested each time the licence is assigned to one or more media files. You can therefore assign different expiry dates to the same licence for different files.

Under Licence content , you can make optional entries and assign values (e.g. editorial use = released). Click on the circled plus sign ⊕ to save the respective line. Finally, save the licence.

Setting the expiry date retrospectively
Alternatively, you can also subsequently set the same expiry date for all files with the corresponding licence. Important: To do this, the Activate expiry date option must initially remain switched off. If files to which this licence has been assigned are then available at a later date, the option can be activated retrospectively. A corresponding field for selecting the date then appears at this point. To see which files have been assigned to a licence, you can simply set a corresponding search filter.

💡 Tip: At the top right of the administration screen, you can specify which users should be informed by email when a licence expires.