How Do I Set Up Centralized Subscription Management?

Set up a company-wide SecureMailMerge subscription where IT manages the licenses and finance controls billing, via delegated admin.

Updated October 2026

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, one license per person who sends (their own email address), reassignable within your subscription when staff change

If you need 10 or more licenses and prefer Microsoft 365 billing, volume discounts are available through the SecureMailMerge SaaS offer on Microsoft AppSource. That is a different listing from the add-in install listing. For these purchases, billing, subscription quantity and cancellation are managed in the Microsoft 365 admin center under “Billing” > “Your products”. License assignments still use the licensing server.

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

Follow Assign licenses to your team to assign each sender’s own email address on the licensing server. The same procedure applies to website and Microsoft purchases. You can choose whether to send users a welcome email with installation instructions.

You don’t need the add-in installed to manage licenses.

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. Open your subscription’s action menu and choose “Manage Delegations”
3. Click “Invite New Delegated Admin”
4. Enter the email address of the person who should manage licenses
5. Select their permissions:
   • “Can assign and unassign licenses”, can view assignments and add or remove users
   • “Can change subscription quantity”, can change the number of licenses
   • “Can view invoices”, can view website-purchase invoices and billing history
   • “Can view audit log”, can review subscription and assignment activity
6. Click “Send Invitation”

Grant only the permissions the administrator needs. Delegating license assignment does not transfer subscription ownership or grant the ability to cancel it. Microsoft billing access is managed separately in Microsoft 365.

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:

Follow Remove or reassign a license. This changes the licensed address without changing the subscription owner. See transferring a license and changing ownership if you need to change the purchasing account.

Increasing license quantity

Follow Add more licenses: website buyers change quantity on the licensing server, and Microsoft buyers use the Microsoft 365 admin center. Assign the added licenses on the licensing server afterward. Increase the existing subscription instead of buying a second one.

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].