Accessing the Feature
Navigate to Access Management → Systems
Click Add System
This opens the Add System form.
System Details
This section captures the core information about the system.
Fields
System Name*
Required
Unique identifier for the system
URL*
Required
Link to access the system
Description
Optional
Additional details about the system
Contract Details (Optional)
Administrators can add one or more contracts associated with the system. This section is optional and can be skipped if not required.
Contract Fields
Contract Start Date*
Auto-Renew* (Yes / No)
If Auto-Renew = Yes
Additional fields are required:
Renewal Term*
Options include:Monthly
Quarterly
1 Year
2 Years
3 Years
Contract End Date*
Cancellation Notice Period*
Enter duration
Select unit:
Days
Weeks
Months
Notice Date*
Contract Files
Upload relevant documents (e.g., agreements, invoices)
If Auto-Renew = No
Contract End Date*
Contract Files
Cost Details (Optional)
Admins can configure system costs for better financial tracking and reporting. This section is optional.
Cost Types
1. Flat Rate (Existing)
Monthly or Annual cost
Defined as a fixed value
2. Price Per User (New)
A dynamic cost type based on the number of users assigned to the system.
Price Per User Configuration
When Price Per User is selected:
Enter Price Per User (currency value)
Only one price-per-user value is allowed per system
User Count Logic
The system automatically calculates the number of active licensed users assigned to the system
This value is dynamically updated
Annualization Logic
The system calculates annual cost based on contract type:
Monthly Contract:
Annual Cost = Price per User × User Count × 12Annual Contract:
Annual Cost = Price per User × User Count
Combined Cost Calculation
If both cost types are present:
Flat Rate Cost
Price Per User Cost
Then:
Total Annualized Cost = Flat Rate Cost + Price Per User Cost
This total is used in reporting and dashboard visualizations.
Create System
Once all required fields are completed:
Click Save / Add System
Success Confirmation
A confirmation message is displayed:
System added successfullyThe system is now available in the Systems list