Managing instance-based licenses

Last published : Apr 02, 2026
You can manage your instance-based license usage. If you back up more number of servers than the entitled servers, Backup Exec goes into a 30-day Grace Period state that is followed by the Enforcement state. In the Enforcement state, backup jobs for only the entitled instances are allowed to run. Backup jobs for the remaining servers fail with a licensing error. You can update the Entitled Instances table any number of times when Backup Exec is running in the Grace Period state and only three times when Backup Exec is running in Enforcement state.
To manage instance-based licenses
  1. In the System Heath group, under Licensed Status, clickManage Instances.
The Instance Usage Details panel displays the following fields:
Selected instances The number of instances that are currently protected.
Entitled instances The number of licensed instances.
  1. You can search for an instance name using the Instance Name field.
  2. You can view or update the Entitled Instances table depending on whether you are in the grace period or enforcement state.
The table displays the instances that are backed up in the last 30 days.
Instance Name Server or machine name that is backed up.
VM Resource Display name of the virtual machine, if applicable.
Clustered/Distributed Application Node Server or machine name that is part of a cluster, SharePoint, or Enterprise Vault.
Job Name Name of the last backup job that was run for the server.
  1. Do the following:
    Before the grace period No action required.
    This window is for monitoring purposes only.
    During the grace period You backed up more instances that the entitled count. Licensed Status indicates the number of days remaining when Backup Exec enters the Grace Period state of 30 days.
    Do the following in the order listed:
    1. In Instance Usage Details , select the instances that you want to protect if Backup Exec enters the Enforcement state after 30 days. A default list of selected instances is displayed. The number of selected instances must be same as the entitled instances. If you select more than or fewer entitled instances, Backup Exec displays an alert. Backups fail for the instances that are not selected. Note: During the grace period you can update your selection multiple times.
    2. Click OK . To ensure that backups do not fail for the instances that are not selected, you can install additional licenses or stop running the backup jobs for the instances.
    Enforcement state You backed up more instances that the entitled count.
    You have only 3 attempts available to select or change the list of entitled instances that you want to protect.
    Do the following in the order listed:
    1. In Instance Usage Details , select the instances that you want to protect when Backup Exec is in the Enforcement state. A default list of selected instances is displayed. The number of selected instances must be same as the entitled instances. If you select more than or fewer entitled instances, Backup Exec displays an alert. Backups fail for the instances that are not selected.
    2. Click OK . A confirmation dialog box is displayed with the number of remaining attempts. To ensure that backups do not fail for the instances that are not selected, you can install additional licenses or stop running the backup jobs for the instances.
    3. Click Yes .
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