License Error – Maximum Employees Exceeded

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License Error – Maximum Employees Exceeded Error While Trying To Export Payroll

Receiving the License Error – Maximum Employees Exceeded message while trying to export payroll hours occurs when the number of employees or supervisors in the system has exceeded the current license key limit. To confirm, check the License Key Count:

Who Counts As A Supervisor? A user is considered a supervisor and will count against the license limit when they have at least one employee assigned to report to them directly.

Obtain License Information Using The About Page

  1. Click on ABOUT page on the top right.
  2. Click on the INSTALLED OPTIONS tab.
  3. Once on this page, TimeStar will provide you a Warning message and which License Key is over the limit. Please review the Capacity vs Actual column.
System Administrators will begin to receive the following warning message when logging in to the system and either the employee count, or supervisor count, is at 90% capacity or above.

Obtain License Information Using Reports

To determine if the license count is correct, run the Diagnostic – License report. Below are the instructions on how to run the report called, Diagnostic – License.

  1. Navigate to Reports > Generate Reports.
  2. Select Diagnostic – License under Select Report.
  3. Under Assigned, select the desired licenses from right to left.
  4. Select the output format you would like.
  5. Click the Generate button once done.
Please note that if you do not have access to the report, please reach out to Delphia Support for further assistance.

Once the report is run, review the list of employees in each of the License Key Categories. If you find employees who you feel should not be listed, below are a couple areas to check.

Employee is terminated but still appears on the report.

Navigate to Employee Maintenance > Employee Information > Profile.

  1. Select the employee that is terminated but still listed on the report.
  2. On the Employe tab.
  3. Under Stop Date, type in a date that’s one date before the first date of the current pay period.
  4. Click the Save button once done.

Employee is assigned as a supervisor to an employee and should not be.

If an employee is listed under the supervisor license and should not be, there is another employee assigned to report to that employee. There are multiple ways to find out who is assigned to the employee.

  1. Using Global Update 

Using the Employee Update page will not only show you who is assigned to the supervisor, but you can update the assignment to multiple or all assigned employees at once.

Navigate to Global Update > Employee Update:

A. Select Supervisor under the Select a Function field.

B. Select the Assignment Action:

    • Stop – Enter a Stop Date to unassign the supervisor. Assignment history remains.
    • Delete – Blast all record of the supervisor assignment. No assignment history remains.
    • Replace – Swap one supervisor for another as of a specified date.

C. Select the Current Supervisor to be replaced, stopped, or deleted. When completed, the employees in the available window will only display the employees directly assigned to the selected supervisor.

D. Enter the effective date. Select a date prior to the current pay period dates if receiving an error while trying to export.

E. Move the employees to the left that this would impact. *All employees if the employee should not be a supervisor to anyone.

F. Click .

2. Using The Filter Feature

If you are more interested in seeing who is assigned to a supervisor first, and then dealing with any reassignments using the Global Update or directly on the individual employees Supervisor Assignment page, the filter feature can be used to easily identify who is assigned to a supervisor.

Click on the  icon to the right of the employee dropdown and to the left of the pay period dates.

A pop-up window will appear with some selectable dropdown options.

A. Select the item you would like to filter by. In this case, Supervisor.

B. Select the value to filter by. We want to see what employees have been assigned to report to Doris White directly.

C. Click .

The  icon will be shaded or fill in with color to indicate a filter is applied.

The employees now showing in the system dropdown will only reflect those employees directly assigned to Doris White.

To clear the filter:

Click on the  icon.

Click .

Then close the window by clicking the in the upper right.

3. Using Reports 

To see a list of supervisors and the employees assigned to them, navigate to Reports/Generate Reports.

A. Select the HR-Supervisor Employee List.

B. Select Current Pay Period to show current assignments.

C. Move all employees to the left.

D. Move all Active Codes to the left.

E. Select the output format.  Stick to PDF or Excel formats.

F. Click .

The below represents a typical output showing the supervisor and their direct reports.

Resolution: Purchasing Additional License Key

To resolve the Payroll Export Error: License Limit Exceeded, there are two options available:

  • Purchase additional License Key for the number of employees, supervisors, or both if needed.
  • Remove any unneeded employees or supervisors in the system to get at or below current License Key capacity limits.

If it is determined a new License Key is needed, please reach out to your sales representative or the Delphia Support Team to start on the process of purchasing a new License Key.

Installing New License Key

If a new License Key has been purchased and received, below are the steps on how to add the new License Key:

Navigate to System Setup > System Parameters.

Please note that if you do not have access to the System Parameters page, contact Delphia Support for further assistance.

1. Scroll down until you see the field for License Key and paste the new License Key given taking care to ensure that there are no spaces at the beginning or end of the License Key.

2. Click .

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