How SmartScheduler Licensing Works
License Keys, Seats, and Device Groups — explained in plain terms.
Every SmartScheduler license key works the same simple way — but if you’re not sure how SmartScheduler licensing works, you’re not alone. Many customers ask us the same questions: What is a “seat”? Do I need one license per screen? What happens if my computer breaks? This guide explains the whole system in plain terms.
The basics: one License Key, two seats
A standard SmartScheduler License Key comes with 2 seats. Each seat lets you install and activate the software on one computer.
Need to run more screens? Add seats to one key
If your project needs more than 2 screens, you’re not limited to buying separate keys. A single License Key can hold unlimited seats. This is common for larger rollouts — retail chains, restaurant groups, or any business running many screens from one account.
Managing separate departments? Use separate keys
Some businesses want the opposite — departments that manage their own screens independently, without seeing or controlling each other’s devices. In that case, the answer is simple: use separate License Keys for each department.
Devices activated under different keys are completely isolated from each other. A screen on Key A cannot control, or be controlled by, a screen on Key B. This makes SmartScheduler flexible enough for both a single-team setup and a multi-department enterprise setup — you choose the structure that matches how your organization actually works.
How key-based control and content push work
The License Key isn’t just for activation — it’s also how devices find and talk to each other. Devices sharing the same key can control one another, and our content push (deployment) feature also uses the key to identify and reach the right devices. Think of the key as the “address” that ties a group of devices together.
Register a valid email when you activate
When you activate a License Key, you’ll be asked to enter an email address. We recommend using a valid, active email — this is what we use to record the complete Serial Number (SN) tied to your activation.
If you ever lose your card, you can retrieve your complete SN yourself using the email you registered at activation — no need to contact support.
Keep your License Key safe — it can’t be replaced
Your License Key itself can’t be changed or swapped for a new one. Think of it like a password, not a seat.
This is different from simply misplacing your physical card — if you lose the card, you can still look up your key using your registered email (see above). But if the key itself is exposed to someone else, there’s no way to reset or reissue it.
A lifetime license that moves with you
SmartScheduler License Keys are lifetime licenses — pay once, use forever, as long as the key itself isn’t lost or leaked. There’s no subscription, no renewal fee, no expiration date.
A seat is never “stuck” or wasted — you’re always in control of where your licenses are active.
Running out of seats? Add a key and merge it
As your business grows, you might need more seats than your original key has. No problem — purchase an additional key with the seats you need, then merge it into your original key. Once merged, the new key becomes invalid, and all its seats are simply added to your original key’s seat count.
This means you never end up juggling multiple separate keys as your fleet grows. Everything consolidates into the one key you started with, so your device list and Groups stay in one place.
Quick summary
| Question | Answer |
|---|---|
| How many seats come with one key? | 2 seats standard, expandable to unlimited |
| Are the two default seats different (playback vs. editing)? | No — they’re identical and interchangeable |
| Can departments manage screens separately? | Yes — use separate keys to keep them isolated |
| Is it a subscription? | No — it’s a one-time, lifetime license |
| Can I move a license to a new computer? | Yes — deactivate and reactivate anytime, self-service |
| Can I add more seats later? | Yes — buy a new key and merge it into your existing key |
FAQ
What exactly is a “seat” in SmartScheduler?
A seat is one activation slot on your License Key. Each seat lets you run SmartScheduler on one computer.
Do I need to decide which seat is for playback and which is for editing?
No. Both seats run identical software. Use them however fits your workflow.
Can I control multiple screens from one computer?
Yes, as long as those screens are activated under the same License Key, they can be organized into Groups and managed together.
What happens if I don’t need a screen anymore, or the hardware fails?
Deactivate that seat from our remote management platform. The seat becomes available again for a new device — nothing is wasted.
Can I combine two License Keys into one?
Yes. Purchase the extra seats you need on a new key, then merge it into your original key. The new key is deactivated after merging, and its seats are added to your main key.
Why do I need to enter an email when activating?
Your email records the complete Serial Number (SN) for that activation. If you lose your physical card later, you can look up your SN using this email — so use one you’ll still have access to.
What happens if my License Key is leaked to someone else?
We do not issue a replacement key. Your License Key can’t be changed — treat it like a password and keep it private.
What operating systems does SmartScheduler support?
Windows only, Windows 10 or later. It does not run on Android, macOS, or other systems.
Is there a monthly fee?
No. SmartScheduler is a one-time purchase with a lifetime license — no monthly software fees.