# Set up license expiry reminders

Available in Licentivo Launch `0.3.7-beta`. Sign in as a site administrator. The menu paths below use the English administration labels.

## 1. Configure email and the shared budget

Open `System settings → Email & registration`, configure SMTP and save. Enter hourly, daily and monthly total limits, a reserve for other mail, and a maximum for reminders. Use the actual allowance allocated to this site by your provider.

## 2. Enable reminders

Open `System settings → Expiry reminders`. Enable the feature, choose the default sending preference and email language, and save reminder days such as `7, 3, 1`. You may select up to 10 distinct days from 1 to 90. Reminder templates support 10 languages.

The merchant contact email is optional and must be entered explicitly. Leave it blank to omit the contact line and `Reply-To`. The administrator registration address and SMTP sender are never used as contact fallbacks.

## 3. Set each authorization separately

Open `Customers`, expand the customer's product and select its expiry reminder settings. Choose inherit, on or off, and optionally override the email language. Save and reopen to confirm. Different product authorizations can use different preferences; the site-wide switch always applies.

## 4. Understand quota protection and priority

All customers, products and server instances share one database-backed budget. Registration, password recovery and email changes have priority, followed by transactional mail; reminders are last. All three periods apply. Failed SMTP attempts consume quota; waiting consumes neither quota nor a retry attempt. Periods reset in UTC.

Example: with a total limit of 10, a protected reserve of 4 and 5 attempts already used, only 1 further reminder may send. Reminders then wait, leaving the remaining 4 attempts for other mail. Waiting jobs resume after the blocking period resets or the administrator increases the limit.

## 5. Check recipients and timing

The site scans once per hour. Only active, synchronized live authorizations with a valid customer email, a known future expiry and an identified license policy are eligible. Perpetual, refunded, suspended or revoked authorizations are excluded. Advance renewals extend purchased coverage; consent, recipient and expiry are rechecked before every send and retry. Obsolete reminders are cancelled and the same reminder window is not sent twice.

An hourly scan does not send an hourly email. With reminder days `7, 3, 1`, an authorization receives at most one reminder at each configured point for the same expiry. An unchanged authorization does not receive another reminder at the next hourly scan.

## 6. Preview, test and inspect history

Save settings, preview the chosen language and check the product, purchased plan, license policy name and UTC expiry. Both subject and body identify the product and policy. There is no `View license` button. Enter an explicit test recipient to queue a `[TEST]` message; it uses the same lowest priority and shared budget.

Inspect reminder history. Sent means the provider accepted the message, not confirmed inbox delivery. If nothing is queued, check the global switch, individual preference, customer email, known expiry and policy name, live environment and synchronization status. If a job is waiting for quota, review all three periods and the protected reserve.