Problems with keystore file

[freemama]

We have recently set up a publically accessed keystore, but we've had little training and have not found much documentation on its usage.  
As users are installing the program, they are prompted to install a key from the keystore.  However, there are none available.  We only have about 10 people with the software so far and 41 licenses.  How can there be no licenses available?
I also noticed that when the user who set up the keystore views the licenses, it appears that most of them are set with an expiration date.  Some of these dates passed several weeks ago.  How can we get these licenses back in the "pool".  Does each user have to do a manual release of the license upon closing the application?  It seems this should be an automatic process.
On the user who set up the keystore can actually view the licenses that are in the file.  I have the same permissions to this file that he does; why doesn't the keystore file and its contents appear in the fields?
We're anxious to get to work with this new tool, but are unable to do so with these licensing issues.  Any help is appreciated.