A Practical Take on Improving Project Workflows with Better Licensing
As someone who’s spent years in the field on infrastructure and capital projects, I know firsthand how software can either streamline your day or slow you down. One shift that’s been a game-changer for many AEC firms is moving from traditional desktop-based ArcGIS licensing to a named user model tied to the individual, not the machine.
If you’re still running on a single-use or concurrent desktop setup, it’s probably time to rethink things. Let me break down why this matters without the jargon and how it can make your projects run smoother, your team happier, and your budgets a little less stressed.
1. Work Where the Work Is
In the old model, if ArcGIS was installed on your desktop back at the office, that’s where you had to be. Doesn’t work so well when your team is split between the field trailer, home, and the main office.
With named user licensing, your ArcGIS access travels with you. You log in as yourself whether you’re on a laptop, tablet, or even at a client’s site and you’ve got what you need. It’s simple and way more flexible, especially in an industry where mobility is now standard.
2. Use the Licenses You Actually Need
In the desktop model, we used to over-buy or under-use licenses all the time. Machines with licenses would sit idle, while someone else waited for an open seat. It was clunky.
Named user licensing fixes that. You assign licenses based on roles (designers, analysts, project managers) so everyone has the tools they need, when they need them. No more guesswork. It’s efficient and often more cost-effective in the long run.
3. Better Security, Less Risk
Project data is sensitive, and AEC firms handle a lot of it especially on infrastructure or public works jobs. With desktop licenses, you don’t always have visibility into who’s accessing what.
Named user models tie software access directly to individual users. You know who’s logging in, what they’re using, and where. That’s a big step forward for security and compliance, especially when you’re dealing with multiple contractors, subs, or field teams.
4. Easier to Manage, Simpler to Scale
If you’ve ever tried managing desktop licenses across 20+ machines or teams on multiple job sites, you know how painful that can get.
Named user licensing simplifies everything. Admins can assign or reassign access through a central portal, push updates easily, and scale up or down based on project needs. It’s clean, organized, and removes a lot of the IT headaches.
5. A License Model That Grows with You
When firms expand, take on new projects, or spin up joint ventures, desktop licensing doesn’t always keep up. You either scramble to procure more licenses or end up with a mess of one-off installs.
Named user licensing is built for change. Need to bring five more users onto a project? Done. Wrapping up a project and shrinking the team? Just reassign or pause seats. You only pay for what you use.
6. More Collaboration, Less Friction
Let’s face it collaboration isn’t optional anymore. Whether it’s between internal teams, subcontractors, or external consultants, everyone needs access to the same data and tools.
Named user licensing ensures that each team member gets consistent access to ArcGIS, regardless of location. That means less time dealing with access issues and more time working on the project.
7. Personalized Workflows = Happier Teams
With desktop licenses, any custom settings or configurations stayed on one machine. If you switched computers or worked from the field, you started from scratch.
Named user access travels with the user. Your toolbars, templates, and preferences stay with you, making work more intuitive. It’s a small thing, but over time it makes a big difference in productivity.
Final Thoughts
This isn’t just a licensing change it’s a smarter way to manage your tech stack. It’s more flexible, more secure, and way easier to manage. Whether you’re running public infrastructure projects, large-scale commercial jobs, or anything in between, named user licensing for ArcGIS just makes sense.
If your firm is still stuck in the old licensing model, now’s the time to move forward. You’ll save money, reduce IT hassle, and give your teams the flexibility they actually need.
For more information about the new (and improved) licensing model, CLICK HERE.
