1: How to Manage Bentley Licenses

Managing software licenses is essential for keeping control of access and costs. Bentley provides tools to view, assign, and release licenses online.

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Prerequisites

• You must be an Administrator or Co-Administrator.
• Access is via the Subscription Services Portal.

Steps to Manage Licenses

1. Log in to https://connect.bentley.com.
2. Go to Admin Portal → Subscription Services Portal.
3. Select License Management.
4. To assign a license → choose product → Assign to User.
5. To release a license → select user → Unassign.
6. Regularly review license availability to ensure efficiency.

Tip: Monthly checks prevent surprise Quarterly Term License (QTL) charges.

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2: How to Add a Co-Administrator in Bentley License Management

AssigSteps to Add a Co-Administrator

The user will now have Co-Administrator rights – meaning they can manage users, view entitlements, and help administer licenses.

1. Log in Go to: https://connect.bentley.com

Sign in with your Bentley IMS (business) account.

2. User Management :From the top-right profile menu, select Admin Portal.

Choose User Management.:

3. Select the User

Search for the user you want to make Co-Administrator (they must already exist in your organization).

If they are not listed, click Add User, enter their email, name, and assign them as a regular user first.

4. Assign Co-Administrator Role :Click on the user’s name.

Under Roles, enable Co-Administrator.

You can also assign other roles if needed (e.g., Product Delivery – to download software, or Product Admin – to manage entitlements).

5 . Save Changes

Confirm and save.

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3: How to Assign a License in Bentley Systems

Licenses must be assigned before users can access Bentley software.

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Prerequisites

• User must exist in your organization.

Steps

1. Log in to https://connect.bentley.com.
2. Open Admin Portal → User Management.
3. Search or add the user.
4. Open Product Assignments.
5. Toggle ON the software you want to assign.
6. Save → user can now access the product.

Remove assignments when staff leave or change roles.

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4: How to Remove a User from Bentley User Management

Removing users avoids unwanted license usage and charges.

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Prerequisites

• Administrator access is required.
• Steps

1. Log in → Admin Portal → User Management.
2. Search for the user.
3. Open profile → remove product assignments.
4. Scroll down → click Remove from Organization.
5. Confirm deletion.

Always remove users who have left the company to prevent billing.

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5: How to View Bentley License Usage Reports

Monitoring usage helps track compliance and control costs.

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Prerequisites

• Administrator or Co-Administrator rights.

Steps

1. Go to https://reporting.bentley.com.
2. Navigate → Entitlement / License Usage.
3. Filter by Product, User, or Date Range.
4. Export reports as CSV or PDF.
5. Share with finance or IT teams for monitoring.

Usage reports help forecast license needs and avoid QTL penalties.

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6: How to Restrict License Access in Bentley Entitlement Management

Not all users need all licenses. Restricting access prevents accidental use.

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Steps

1. Log in → Admin Portal → Entitlement Management.
2. Select the product (e.g., MicroStation).
3. Choose Access Settings.
4. Assign product only to selected users.
5. Save changes.

Restriction helps avoid unintended QTL charges.

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7: How to Add a New User to Bentley Organization

Adding users ensures new employees can access the required Bentley software.

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Steps

1. Log in → Admin Portal → User Management.
2. Click Add User.
3. Enter Email, First Name, Last Name.
4. Assign Roles (User, Co-Admin, Product Delivery Admin).
5. Assign Licenses via Product Assignments.
6. Save → user receives an email invitation.

Best to onboard users during IT setup to avoid delays.

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8: How to Designate a Product Delivery Administrator

Product Delivery Admins can download and distribute Bentley software.

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Steps

1. Log in → Admin Portal → User Management.
2. Select the user.
3. Under Roles, enable Product Delivery Administrator.
4. Save.

This role is ideal for IT teams managing software installs.

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9: How to Check Bentley Subscription Invoices and Billing

Administrators can view billing and invoices in the portal.

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Steps

1. Log in → Subscription Services Portal.
2. In Admin tools, select Billing.
3. View Invoices, Payment History, Overages.
4. Download invoices for finance.

Monthly reviews ensure accurate financial planning.

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10: How to Manage Quarterly Term Licenses (QTL)

QTLs are charges for excess usage beyond subscription entitlements.

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How to Manage QTL:

1. Regularly check Usage Reports in www.reporting.bentley.com.
2. Restrict access via Entitlement Management.
3. Remove assignments for inactive users.
4. Consider upgrading license count if overuse is frequent.

Proactive management saves costs and prevents billing surprises.