> ## Documentation Index
> Fetch the complete documentation index at: https://docs.keyplar.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing licenses

> Find any issued key, see where it's activated, free a seat, disable it or issue a replacement.

**Licenses** in the admin panel lists every key your store has issued, across all products and
gateways. It's where support requests about keys get resolved.

For setting up the terms keys are issued under, see [License key
benefits](/benefits/license-keys).

## Find a key

Search by key, customer email or product. Each row shows the key, its owner, its product and its
current status.

| Status     | Meaning                                   |
| ---------- | ----------------------------------------- |
| `active`   | In use on at least one machine            |
| `inactive` | Issued, never activated yet               |
| `expired`  | Past its expiry date                      |
| `disabled` | Switched off by you or by the gateway     |
| `revoked`  | Order refunded, or subscription cancelled |

## What a license page shows

* The key itself
* The customer, the order and the product it came from
* Its activation limit and expiry, as captured when it was issued
* Every activation, with the machine name your software sent and when it was created

<Note>
  Because terms are captured at issue time, two customers holding the "same" license benefit can
  legitimately have different limits — one bought before you raised it.
</Note>

## Actions

<AccordionGroup>
  <Accordion title="Deactivate a seat" icon="laptop">
    Frees one activation so the customer can use the key on a new machine. The usual fix for "I
    reinstalled my OS and now it says I'm out of activations".

    Customers can also do this themselves from **Licenses** in their portal.
  </Accordion>

  <Accordion title="Disable / enable a key" icon="ban">
    Disabling makes the key stop validating immediately, without touching the order. Use it for a
    key that's been shared publicly, or for a chargeback you're handling manually.

    For keys owned by Lemon Squeezy or Polar, disabling syncs upstream — and a key disabled there
    shows as disabled here.
  </Accordion>

  <Accordion title="Regenerate" icon="rotate">
    Issues a fresh key in place of the old one, which stops working. Use it when a key has leaked
    and the customer needs a clean one.

    Only available where Keyplar owns the key:

    | Gateway       | Regenerate                             |
    | ------------- | -------------------------------------- |
    | Stripe        | Available                              |
    | Lemon Squeezy | Not available — the key lives upstream |
    | Polar         | Not available — the key lives upstream |

    <Warning>
      Existing activations stop working. Tell the customer to enter the new key everywhere before
      you regenerate.
    </Warning>
  </Accordion>
</AccordionGroup>

## Common support situations

| The customer says                      | What to do                                                                                                              |
| -------------------------------------- | ----------------------------------------------------------------------------------------------------------------------- |
| "It says I've used all my activations" | Deactivate an unused seat from the license page                                                                         |
| "My key stopped working"               | Check the status — `revoked` means the order was refunded or the subscription cancelled                                 |
| "I lost my key"                        | Send them a [24-hour account access link](/customers#help-a-customer-who-cant-sign-in); the key is on their order       |
| "My key is on a forum"                 | Disable it, then regenerate if the gateway allows                                                                       |
| "It expired but I'm still subscribed"  | Check the subscription is actually active at the gateway; expiry is captured per key, so an old key may carry old terms |

## Automatic revocation

You rarely need to disable keys by hand. A key stops validating on its own when the order is
refunded or the subscription behind it is cancelled — no action needed from you.

The key itself isn't deleted in either case, so you can still see it and explain what happened.