AI License Register

Use AI License Register to load and manage monthly AI licence-assignment data across providers and services.

The register helps you understand who holds an AI licence, the licence type and tier, its current status, relevant assignment and usage dates, and any configured usage or spend caps.

Go to Yarken Designer > Consumption > AI License Register.

What you can do

• Load monthly AI licence-assignment data.

• Track licences across AI providers and services.

• Review licence holders, licence type and tier, roles, and status.

• Review assignment, removal, and last-used dates.

• Track configured usage or spend caps.

• Review uploaded files and upload results.

• Download or delete monthly register data.

• Use Upload Rules to refine supported data during ingestion.

• Analyze the register in Analytics > License Usage.

Collect AI licences automatically

Yarken supports automated daily collection of AI seat and licence-assignment data from OpenAI, Anthropic, and GitHub Copilot. Each seat collector uses the provider's existing Advanced Connection but runs through a separate Advanced pipeline dedicated to seat inventory.

The seat pipelines load data into AI License Register. They are separate from the pipelines that collect AI usage and usage-based costs.

Supported seat pipelines

Run and manage seat pipelines

1. Go to Admin > Pipelines > Connections > ADVANCED.

2. Confirm that the relevant provider Advanced Connection is authorized.

3. Go to Admin > Pipelines > Pipelines > ADVANCED.

4. Locate the required seat pipeline in the list above.

   

5. Use the Run control for an on-demand collection, or activate the pipeline for recurring seat collection.

6. Review the pipeline status and run history to verify execution.

7. Open Yarken Designer > Consumption > AI License Register to review the collected records.

For the standard run, activation, and monitoring controls, see Manage Advanced pipelines. For reporting on collected seats, see License Usage.

Before you begin

Before uploading AI licence data, confirm that:

• the file contains one row per licence assignment,

• the mandatory fields are available in the source data.

• your source file is in .xlsx or .csv format,

Configure rates for AI seats

Use Yarken Designer > Consumption > Rates to maintain monthly pricing for AI seats recorded in the AI License Register. Rates are configured separately from licence-assignment uploads.

A rate matches a seat only when these values match exactly:

If an AI licence record has no Licence Tier, the matching Rates row must also have a blank tier. A blank tier is not a wildcard for named tiers such as standard or premium. Seats without a matching combination do not receive a price.

Each rate stores a Monthly Price, Currency Code, Valid From, and an optional Valid To. Use Valid From and Valid To to record pricing periods when rates change.

You can report on configured prices in Analytics > License Usage using the Rates dataset. For complete steps, validation rules, bulk upload guidance, and troubleshooting, see Manage AI seat rates.

Prepare your file

Use a header row in the source file. When a source column name matches an AI License Register field name, Yarken can match that column automatically during mapping.

Supported fields

Validation during upload

A row is rejected when:

• a required field is empty,

• Status is not active, invited, or removed,

• Status is removed but Removed At is empty,

• Cap Amount is populated but Cap Unit or Cap Period is missing, or

• a date does not match the Date format selected during upload.

Open AI License Register

1. Go to Yarken Designer.

2. Expand Consumption.

3. Select AI License Register.

4. Select the required financial year.

The OVERVIEW tab displays one tile for each month.

• Empty tile — No data is loaded yet and an add icon is available.

• Loaded tile — Shows the loaded provider information and the latest load details.

• Lock icon — The month is locked for chargeback and cannot be changed.

Upload AI licence data

1. Locate the required month.

2. Select the add icon or drag the source file onto the month tile.

3. In Preview, review the first rows and select Next.

4. In Mapping, map each AI License Register field to the corresponding source column.

5. Confirm all required fields are mapped.

6. Select the Date format used in the source file.

7. Select Finish.

To review record counts and rejected rows after processing, open the month menu and select View Uploaded Files.

If incoming licence data needs repeatable transformation or enrichment, configure the applicable rules from the UPLOAD RULES tab before loading the data. For the standard workflow, see Use Upload Rules.

Manage a loaded month

Open the More options menu on a loaded month.

Re-upload and correct data

Record Id determines how Yarken handles a re-upload:

• A row with an existing Record Id is updated with values from the new file.

• A row with a new Record Id is added.

• Existing rows that are missing from the new file are kept.

Replace a month completely

1. Open the month’s More options menu.

2. Select Delete AI License Register.

3. Upload the replacement file.

To correct only selected rows, download the month, update those rows while retaining their Record Id values, and upload the file again.

Analyze AI licence data in Analytics

After the data is loaded, go to Analytics > License Usage and expand AI License Register in the Fields panel.

Measures

Dimensions

AI License Register dimensions include:

• Month Start

• Collector Source

• Provider Name

• Service Name

• Billing Account Id

• Principal Id

• User Email

• Licence Type

• Licence Tier

• SKU Id

• Role

• Status

• Assigned At

• Removed At

• Last Used At

• Cap Unit

• Cap Period

• Cap Source

• Snapshot At

• Tags

Use the standard Year and Month dimensions to filter the reporting period.

Example reports

Troubleshooting

Related content

• Consumption

• Manage AI seat rates

• License Usage

• Use Upload Rules

• AI Usage Data

• Individual License Usage

• Tenant License Usage