Licensing

For each Google meeting room hardware device you purchase, you also purchase and assign a software license to that device.

Licensing overview

The first license you purchase for the Google meeting room hardware management console lasts for one year from the date of purchase. Subsequent licenses are prorated to end on the same date as the first license. Please renew the licenses with an authorized reseller to continue using the service for one year.

For general information about enrollment, see Enroll your device.

How do I purchase a software license?

When you order Google meeting room hardware, for each device you order, you also purchase a software license for that device. Purchasing the device and the license both take place during the same order process.

How do I assign a license to a device?

When you enroll Google meeting room hardware, the enrollment process automatically assigns one of your available licenses to the device. If you don't have any licenses available, you can't enroll the device.

How can I tell how many licenses I have?

You can view the number of licenses currently in use in the Google Admin console under Google meeting room hardware.

How do I renew my software license(s)?

If you have questions about renewals, contact your Google Sales representative or the reseller from whom you purchased Google meeting room hardware. Your license(s) will not automatically renew through Google.

How can I find my license renewal date?

When your renewal date is approaching, Google sends you a reminder email. To renew your license contact your Google Sales representative or the reseller from whom you purchased Google meeting room hardware.

Can all my licenses renew on the same date?

If you purchase more than one Google meeting room hardware license, all your licenses auto-renew on the renewal date of the first license you purchased. For all licenses after the first one, the initial licensing period and associated cost are prorated to match to the auto-renew date.

Note: Your Google meeting room hardware license renewal date is different from your other G Suite renewals dates. Those licenses renew separately.

How do I revoke (deprovision) a license?

Deprovisioning a device revokes the Google meeting room hardware license for the device.  

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Device Management and then Google meeting room hardware.

    To see Device Management, you might have to click More controls at the bottom.

    Requires having the Google meeting room hardware custom role.

  3. Select the device who license you want to revoke.
  4. Select More Actions and then Deprovision.
  5. Select checkboxes to confirm you understand the actions you are taking.
  6. Click Deprovision.

To use the device again, you must wipe and re-enroll the device to associate it with an available license.

How do I re-enroll a device that was deprovisioned?

Deprovisioning a device revokes the Google meeting room hardware license for the device.  To use the device again, you must wipe the device to return it to it’s factory state, and re-enroll the device to associate it with an available license.

  1. Verify that a Chromebox for meetings license is available for the device.
  2. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  3. From the Admin console Home page, go to Device Management and then Google meeting room hardware.

    To see Device Management, you might have to click More controls at the bottom.

    Requires having the Google meeting room hardware custom role.

  4. A screen appears showing Chromebox for meetings devices.
  5. Select Deprovisioned (next to the search field) to display deprovisioned devices.
    Be sure only Deprovisioned devices are displayed, or you will not be able to change the device state.
  6. Select the device that you want to deprovision.
  7. Complete the procedure to wipe a device. This returns the device to its factory settings.
  8. Press CTRL+ALT+H using a wired USB keyboard to enter Chromebox for meetings mode.
  9. Select Yes when asked "Are you sure you want to set up this device as a Chromebox for Meetings device?".  
    Note: Some older devices say “Setup this device for remora only?”.
  10. Complete the Basic Enrollment.

How do I apply an existing license to a new device?

You may need to switch a license from an existing device to a new one if the device hardware fails, or is replaced by a different model.

  1. Deprovision the old device (this allows the license to be used for a new device).
  2. Complete the Basic Enrollment for the new device.

Note: The available license will be applied to the new device, but the settings from the old unit will not be applied to the new one.

Tip: You can re-enroll a device that was deprovisioned, if necessary.

How do I transfer licenses to a new domain?

If your organization’s network domain changes, all existing licenses can be redistributed from the old domain to the new one. Contact Google Cloud Support for assistance.

In general, all licenses must be transferred to the new domain. Google does not allow partial redistribution.
Requirements for a full license transfer are:
  1. All licenses must be moved from DomainA.com to DomainB.com
  2. Before the transfer, DomainB.com cannot have any active CFM licenses
  3. DomainB.com cannot be a domain on the free version of G Suite

What happens if I don't renew my licenses?

Failure to renew

Failure to renew your provisioned licenses at the end of your term will result in your management service being suspended. You will be given a grace period to renew your licenses. If you don’t renew your licenses in this period, your managed Google meeting room hardware devices and service will be automatically deprovisioned.

Device delinquency and deprovisioning

During your grace period, you will not be able to change management settings or take actions other than deprovisioning with devices. When your grace period expires, the related device management section will no longer be accessible within the Admin console. Additionally, any device that was still in a ‘Provisioned’ state at the end of your grace period will be moved to a delinquent state and will no longer sync policies. If you re-purchase licenses, all delinquent devices will automatically re-activate.