Software Assurance & Licensing: Understanding installation keys, Software Assurance, and Trial Licensing

This article answers these common questions and explains how MyQ’s licensing model is designed to simplify deployment while providing access to the support and updates organizations need throughout the lifecycle of their solution.

Why licensing has evolved

Organizations regularly expand their infrastructure, deploy virtual machines, migrate servers, introduce new embedded terminals, or add additional functionality over time. Managing multiple independent license keys for every component quickly becomes difficult, particularly in larger environments.

To simplify license management, MyQ introduced the Installation Key licensing model. Rather than maintaining separate license keys for individual components, a single Installation Key contains the licensing information for an entire MyQ deployment.

This provides administrators with a simpler way to activate, manage, and review their licensed products from a single location.

Understanding Installation Keys

Before going further, it's worth clarifying two related yet distinct concepts that both get referred to as a "license," since they're easy to confuse.

Product licenses such as MyQ X Smart, Enterprise, or Ultimate; define what an organization has purchased. Each edition determines which modules, integrations, and capabilities are available.

The Installation Key defines how that purchase is activated and managed. It's not a product itself, but the mechanism that stores and consolidates the licensing information for every product and feature purchased within a deployment.

In short: the product license (Smart, Enterprise, or Ultimate) determines what you're entitled to use, while the Installation Key is the single activation record that holds and manages that entitlement on your server.

The Installation Key is the licensing model used by current versions of MyQ X. MyQ Roger, uses a separate, subscription-based licensing model built around specific editions rather than an Installation Key.

A single Installation Key can contain licensing information for multiple purchased products and features within one deployment. It also provides administrators with a consolidated overview of their licensed functionality and associated Software Assurance.

Depending on the purchased licenses, the Installation Key determines capabilities such as: 

• The number of embedded terminals that can be activated. 

• The number of Printer Provisioning Profiles(3P) available. 

• Whether the deployment uses perpetual or subscription licensing. 

• Access to licensed functionality such as ScannerVision or Virtual Machine High Availability (VMHA), where applicable.

Beginning with MyQ X 10.2, the previous licensing model based on multiple individual license keys is no longer supported, making migration to the Installation Key model necessary for newer deployments.

What happens if the server changes?

Another common question concerns server migration.

An Installation Key is linked to the hardware configuration of the server on which it is activated. If the server hardware changes significantly or MyQ is moved to a different server, the license must be reactivated.

This process helps ensure licenses remain associated with the correct deployment while still allowing organizations to modernize or replace infrastructure when required. 

Why Software Assurance matters

New operating systems are released, security vulnerabilities are discovered, cloud platforms evolve, and business requirements change. Keeping software current is essential for maintaining security, compatibility, and long-term stability.

Software Assurance is designed to support customers throughout that lifecycle by providing access to software updates, security patches, technical support, and additional service options depending on the selected plan. 

Rather than viewing Software Assurance simply as a support contract, it’s better understood as an ongoing service that helps organizations keep their environment supported and up to date.

Understanding the different Software Assurance plans

MyQ offers three Software Assurance plans to support organizations with different operational requirements. 

Standard

Software Assurance Standard provides access to software updates and the Partner Portal, where partners can submit support requests and access software releases.

For many organizations, this provides the foundation required to maintain a supported MyQ environment. 

Premium

Premium builds on the Standard plan by introducing additional support services, including: 

• Business hours phone support for critical issues. 

• Remote desktop assistance. 

• A guaranteed initial response time of four business hours for critical incidents. 

This level is well suited for organizations where minimizing downtime is an important operational requirement. 

Premium Plus

Premium Plus provides the highest level of Software Assurance.

In addition to the benefits included in Premium, it offers: 

• 24/7 phone support for critical incidents. 

• A two-hour initial response time for critical issues. 

• Assistance with remote installation and upgrades. 

• Support for related external system configuration. 

• Periodic system check assistance from second-level support.

For organizations operating business-critical print and document workflows across multiple locations, these additional services can help reduce operational risk and accelerate issue resolution.

Trial and NFR licenses

Many licensing questions come from partners who are evaluating MyQ or preparing customer demonstrations.

Two licensing options are commonly used during this stage:

• Trial (MyQ X Smart Edition) licenses allow organizations to evaluate MyQ before making a purchasing decision.
• NFR (Not for Resale) licenses are intended for certified partners to demonstrate, test, and become familiar with the solution in non-production environments.

These licensing options make it easier for partners to prepare demonstrations, validate deployment scenarios, and gain hands-on experience before customer implementation.

Choosing the right approach

Licensing shouldn’t create unnecessary complexity.

The Installation Key simplifies license administration by bringing multiple licensed components together under a single activation model, while Software Assurance ensures organizations continue receiving updates, security patches, and technical support throughout the life of their deployment.

Whether you’re planning a new installation, expanding an existing environment, evaluating MyQ through a trial, or selecting the appropriate Software Assurance plan, understanding these options early can make deployment and long-term maintenance significantly easier.

If you’re unsure which licensing option applies to your situation, your MyQ representative or certified partner can help determine the appropriate choice.