How do I set up centralized subscription management for my organization?

Learn how to set up a company-wide SecureMailMerge subscription with delegated administration, allowing IT staff to manage licenses while finance controls billing.

This guide explains how to set up and manage an organization-wide SecureMailMerge subscription, including delegated administration for IT staff.

Benefits of centralized management

• Single billing point for the entire organization
• Central control over license assignments
• Delegated administration — IT staff can manage licenses without billing access
• Easy onboarding/offboarding — reassign licenses when staff change
• Volume discounts available for 10+ licenses

Before you start

Make sure you understand the difference between installing the add-in and licensing it — they are separate steps managed in different places. See Installation vs. Licensing for details.

Step 1: Create the organization subscription

1. Go to securemailmerge.com/purchase
2. Log in with the Microsoft 365 account that should own the subscription (typically IT, procurement, or a shared admin account)
3. Set the quantity to match the number of users who need licenses
4. Complete the purchase
5. Important: After purchase, you’ll be redirected to licensing.solinventum.com to complete setup — don’t skip this step

Step 2: Assign licenses to users

Once your subscription is set up:

1. Log in to licensing.solinventum.com with the subscription owner account
2. Click “Assign Licenses”
3. Enter the email address of each user who needs a license
4. Each user receives a welcome email with installation instructions

You don’t need the add-in installed to manage licenses — just log in to the licensing server.

Step 3: Set up delegated administration

Delegated administration lets you separate billing ownership from day-to-day license management. This is ideal when:

• Finance or procurement handles purchasing
• IT staff handle user provisioning
• Multiple people need to manage licenses

Adding a delegated administrator

1. Log in to licensing.solinventum.com with the subscription owner account
2. Navigate to your subscription settings
3. Click “Add Delegated Administrator”
4. Enter the email address of the person who should manage licenses
5. Select their permissions:
   • Assign/Unassign licenses — can add and remove users
   • View subscription — can see subscription details and license assignments
   • Manage quantity — can increase or decrease the number of licenses
   • Manage billing — can update payment methods (optional, typically not needed for IT staff)
6. Send the invitation

Accepting a delegation invitation

If you’ve been invited as a delegated administrator:

1. Check your email (including spam/junk) for the invitation
2. Click “Accept Invitation” in the email
3. Log in with your Microsoft 365 account
4. The subscription now appears in your licensing server dashboard

Tip: If the invitation link doesn’t work, try an incognito/private browser window, or ask the subscription owner to re-send the invitation.

Managing licenses day-to-day

Reassigning licenses

When staff leave or change roles:

1. Log in to licensing.solinventum.com
2. Remove the license from the departing user’s email address
3. Assign the license to the new user’s email address

The new user receives installation instructions automatically. See How do I transfer my license? for more details.

Increasing license quantity

You can add more licenses at any time:

1. Log in to the licensing server
2. Navigate to your subscription
3. Increase the quantity
4. Assign the new licenses to additional users

Billing adjusts automatically on a pro-rata basis.

Viewing license status

To see who has licenses and their status:

1. Log in to the licensing server with the subscription owner or delegated admin account
2. View the list of assigned licenses
3. Check each user’s license status (active, expired, etc.)

Microsoft 365 admin approval

For SecureMailMerge to work in your organization, a Microsoft 365 administrator may need to grant permissions. If users see “Need Admin Approval” errors, see Why am I seeing “Need Admin Approval”? for instructions.

You can also deploy the add-in organization-wide using Microsoft 365 Admin Center > Settings > Integrated Apps. This installs the add-in for users automatically, but remember: licenses must still be assigned separately via the licensing server.

Related guides

• Installation vs. Licensing — understand the difference
• Consolidating individual subscriptions — migrate from multiple individual subscriptions
• Transferring licenses — reassign licenses between users
• Invoices and billing — access invoices and update payment methods
• Shared mailbox support — using SecureMailMerge with shared mailboxes

Quick reference

Need help?

If you need assistance setting up centralized management for your organization, contact [email protected].