License sharing vs. license activation: What's the difference?
Last updated: Jul 09, 2026
If you've ever wondered why being able to see a license in MyNoldus doesn't mean you can run the software, or why activating the software doesn't automatically give a colleague access to MyNoldus, you're not alone. These are two separate processes that happen to both involve the word "license." This article explains the difference, so you know exactly where to go for what you need.
Two different systems, two different jobs
| Sharing license info (MyNoldus) | Using your license (activation) | |
|---|---|---|
| What it is | Giving colleagues access to license details and software downloads in your MyNoldus account | Entering your license key in the software so it unlocks on your computer |
| Where it happens | my.noldus.com | Inside the software itself, on your computer |
| What it affects | Who can log in and see the license, key, and downloads | Whether the software runs and which seat is checked out |
| Who's involved | The license owner, inviting colleagues by email | Any user with the license key, on their own machine |
In short: MyNoldus is about visibility (who can see and manage the license). Activation is about usage (who is actually running the software with that license right now). One doesn't require the other.
Sharing license info via MyNoldus
Every Noldus license belongs to one MyNoldus account: the license owner. The owner can invite colleagues (PhD students, lab members, IT admins) as invited users. Once invited, they get their own MyNoldus account with access to the same license details and downloads.
This is purely administrative. Inviting someone to MyNoldus:
- lets them see the license key, expiry date, and included modules,
- lets them download the software themselves, and
- does not install, activate, or run anything on their computer.
Read more in Why don't I see my licenses or downloads in MyNoldus?
Using your license: Activation on your computer
Activation is what happens when someone installs the Noldus software and enters the license key. At that point, the software contacts our license server (sometimes referred to as the QLM server) to check out a seat.
Depending on the license type, this works a little differently:
- Floating license: checks out a seat from a shared pool each time the software is launched, and releases it again when closed. Requires an internet connection.
- Fixed (computer-locked) license: ties the license to one specific computer after the first activation. Can be used offline afterward.
Activation only needs the license key, not a MyNoldus account, and not an invite. Anyone with the key can activate it on a computer, as long as a seat is available.
Read more in Activating your Noldus software.
Why the distinction matters
Because these are independent processes, you can end up in situations like:
- You have MyNoldus access but can't run the software. You can see the license and download the installer, but you still need to activate it on your own computer using the key, and a seat needs to be free.
- You're using the software but have no MyNoldus access. A colleague can hand you a license key to activate the software directly, without ever inviting you to MyNoldus. You just won't be able to see the license details, downloads, or documentation yourself.
- Someone left the lab, but the software still runs fine. Removing someone's MyNoldus access doesn't deactivate any software they've already activated. To free up a seat, it needs to be deactivated separately.
Neither process automatically triggers the other. If you need both (visibility in MyNoldus and a working activation) they need to be set up separately.
Still stuck? Ask Noldi
If you're not sure whether you need to be invited to MyNoldus, need an activation key, or both, ask Noldi, our chatbot in MyNoldus. Noldi can check your account, point you to your license owner, or help with an activation issue.
You don't need to figure this out alone, we'd much rather hear from you than have you stuck between the two.