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Update Self-Managed docs 

- Add Cloud Licensing details
- New page for Quarterly subscription reconciliation
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doc/subscriptions/quarterly_reconciliation.md 0 → 100644
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---
stage: Fulfillment
group: Purchase
info: To determine the technical writer assigned to the Stage/Group associated with this page, see https://about.gitlab.com/handbook/engineering/ux/technical-writing/#assignments
---
# The quarterly subscription reconciliation process
GitLab reviews your seat usage every quarter and sends you an invoice for
any overages.
Annual reviews, also known as the [annual true-up process](self_managed/index.md#users-over-license),
require you to pay the full annual subscription fee for users added anytime during the year. With quarterly
reviews, you only pay for the remaining period of your subscription term.
For example, if you add users in the third quarter of your subscription term, you only
pay 25% of what you would have paid previously. This results in substantial savings.
If it's not possible for you to participate in quarterly reconciliations, you can opt out of the
process by using a contract amendment. In that case, you default to the annual review.
doc/subscriptions/self_managed/index.md
View file @ 14835bbd
......@@ -39,9 +39,11 @@ for each tier, see the
A GitLab self-managed subscription uses a hybrid model. You pay for a subscription
according to the maximum number of users enabled during the subscription period.
For instances that are offline or on a closed network, the maximum number of
simultaneous users in the GitLab self-managed installation is checked each quarter,
using [Seat Link](#seat-link).
For instances that aren't offline or on a closed network, the maximum number of
simultaneous users in the GitLab self-managed installation is checked each quarter.
If an instance is unable to generate a quarterly usage report, the existing [true-up model](#users-over-license) is used.
Prorated charges are not possible without a quarterly usage report.
### Billable users
......@@ -74,6 +76,140 @@ GitLab has several features which can help you manage the number of users:
users manually.
- View a breakdown of users by role in the [Users statistics](../../user/admin_area/index.md#users-statistics) page.
## Cloud licensing
> Introduced in GitLab 14.1.
Cloud licensing manages licenses for self-managed GitLab subscription plans. Cloud licensing includes:
- Activation: Unlock plan features and activate your self-managed instance by using an activation code.
- License sync: Sync subscription data between your self-managed instance and GitLab.
### What cloud licensing includes
#### Auto-renewals
For renewals that occur on or after 2021-08-01, your subscriptions will auto-renew.
You have the option to manually cancel in the Customers Portal any time until thirty (30) days before renewal.
#### Cloud licensing
You can activate and manage your GitLab licenses by using the Customers Portal.
This feature was formerly known as Seat Link.
#### Operational data
Usage data helps GitLab improve the product experience and provide proactive support.
Most data is categorized as optional and can be disabled. Data that is categorized as
operational, like number of issues, pipelines, merge requests, and version, is not configurable.
Please see our [service usage privacy page](https://about.gitlab.com/handbook/legal/privacy/services-usage-data/)
for details on what information is collected.
#### Quarterly subscription reconciliation
See the [quarterly subscription reconciliation section](../quarterly_reconciliation.md) for more information.
### How cloud licensing works
#### Activate your license
1. When you purchase a GitLab self-managed plan, an activation code is generated.
This activation code is sent to the email address associated with the Customers Portal account.
1. In GitLab, on the top bar, select **Menu >** **{admin}** **Admin**.
1. On the left sidebar, select **Subscription** and paste the activation code in the text field.
1. Select **Activate**.
The page displays the details of the subscription.
#### License sync
Once a day, a job sends license data to the Customers Portal. This information automates activation,
provisioning, co-terms, and renewals. The data is sent securely through an encrypted HTTPS connection
to `customers.gitlab.com` on port `443`.
This sync job runs daily around 3AM UTC. If the job fails, it is retried up to 12 times over approximately 17 hours.
The daily job provides **only** the following information to the Customers Portal:
- Date
- Timestamp
- License key
- Historical maximum user count
- Billable users count
- GitLab version
- Hostname
- Instance ID
- MD5 hash of license
<details>
<summary>Click here to view an example of a cloud licensing sync request.</summary>
<pre><code>
{
"gitlab_version": "14.1.0-pre",
"timestamp": "2021-06-14T12:00:09Z",
"date": "2021-06-14",
"license_key": "eyJkYXRhIjoiYlR2MFBPSEJPSnNOc1plbGtFRGZ6M
Ex1mWWhyM1Y3NWFOU0Zj\nak1xTmtLZHU1YzJJUWJzZzVxT3FQRU1PXG5
KRzErL2ZNd0JuKzBwZmQ3YnY4\nTkFrTDFsMFZyQi9NcG5DVEdkTXQyNT
R3NlR0ZEc0MjBoTTVna2VORlVcbjAz\nbUgrNGl5N0NuenRhZlljd096R
nUzd2JIWEZ3NzV2V2lqb3FuQ3RYZWppWVFU\neDdESkgwSUIybFJhZlxu
Y2k0Mzl3RWlKYjltMkJoUzExeGIwWjN3Uk90ZGp1\nNXNNT3dtL0Vtc3l
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"max_historical_user_count": 75,
"billable_users_count": 75,
"hostname": "gitlab.example.com",
"instance_id": "9367590b-82ad-48cb-9da7-938134c29088",
"license_md5": "002f02470fe45ef6a333a4282aca6222"
}
</code></pre>
</details>
#### Sync subscription details
You can manually sync your subscription details at any time.
1. On the top bar, select **Menu >** **{admin}** **Admin**.
1. On the left sidebar, select **Subscription**.
1. In the **Subscription details** section, select **Sync subscription details**.
A job is queued. When the job finishes, the subscription details are updated.
#### Troubleshooting cloud licensing sync
If the sync job is not working, ensure you allow network traffic from your GitLab instance
to IP address `104.46.106.135:443` (`customers.gitlab.com`).
## Obtain a subscription
To subscribe to GitLab through a GitLab self-managed installation:
......@@ -198,117 +334,6 @@ We recommend following these steps during renewal:
An invoice is generated for the renewal and available for viewing or download on the [View invoices](https://customers.gitlab.com/receipts) page. If you have difficulty during the renewal process, contact our [support team](https://support.gitlab.com/hc/en-us/requests/new?ticket_form_id=360000071293) for assistance.
### Seat Link
> [Introduced](https://gitlab.com/gitlab-org/gitlab/-/issues/208832) in GitLab 12.9.
Seat Link allows GitLab Inc. to provide our GitLab self-managed customers with prorated charges for user growth throughout the year using a quarterly reconciliation process.
Seat Link daily sends a count of all users in connected GitLab self-managed instances to GitLab. That information is used to automate prorated reconciliations. The data is sent securely through an encrypted HTTPS connection to `customers.gitlab.com` on port `443`.
Seat Link provides **only** the following information to GitLab:
- Date
- Timestamp
- License key
- Historical maximum user count
- Billable users count
- GitLab version
- Hostname
- Instance ID
- MD5 hash of license
For offline or closed network customers, the existing [true-up model](#users-over-license) is used. Prorated charges are not possible without user count data.
<details>
<summary>Click here to view example content of a Seat Link POST request.</summary>
<pre><code>
{
gitlab_version: '13.12.0',
timestamp: '2020-01-29T18:25:57+00:00',
date: '2020-01-29',
license_key: 'ZXlKa1lYUmhJam9pWm5WNmVsTjVZekZ2YTJoV2NucDBh
RXRxTTA5amQxcG1VMVZqDQpXR3RwZEc5SGIyMVhibmxuZDJ0NWFrNXJTVzVH
UzFCT1hHNVRiVFIyT0ZaUFlVSm1OV1ZGV0VObE1uVk4NCk4xY3ZkM1F4Y2to
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YmxSMg0KWVd3MFNFTldTRmRtV1ZGSGRDOUhPR05oUVZvNUsxVnRXRUZIZFU1
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Sg0KU1hNMGExaE9SVGR2V2pKQlBUMWNiaUo5DQo=',
hostname: 'gitlab.example.com',
instance_id: 'c1ac02cb-cb3f-4120-b7fe-961bbfa3abb7',
license_md5: '7cd897fffb3517dddf01b79a0889b515'
}
</code></pre>
</details>
You can view the exact JSON payload in the administration panel. To view the payload:
1. On the top bar, select **Menu >** **{admin}** **Admin**.
1. On the left sidebar, select **Settings > Metrics and profiling** and expand **Seat Link**.
1. Select **Preview payload**.
#### Disable Seat Link
> [Introduced](https://gitlab.com/gitlab-org/gitlab/-/issues/212375) in GitLab 12.10.
Seat Link is enabled by default.
To disable this feature:
1. On the top bar, select **Menu >** **{admin}** **Admin**.
1. On the left sidebar, select **Settings > Metrics and profiling** and expand **Seat Link**.
1. Clear the **Enable Seat Link** checkbox.
1. Select **Save changes**.
To disable Seat Link in an Omnibus GitLab installation, and prevent it from
being configured in the future through the administration panel, set the following in
[`gitlab.rb`](https://docs.gitlab.com/omnibus/settings/configuration.html#configuration-options):
```ruby
gitlab_rails['seat_link_enabled'] = false
```
To disable Seat Link in a GitLab source installation, and prevent it from
being configured in the future through the administration panel,
set the following in `gitlab.yml`:
```yaml
production: &base
# ...
gitlab:
# ...
seat_link_enabled: false
```
## Upgrade your subscription tier
To upgrade your [GitLab tier](https://about.gitlab.com/pricing/):
......
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