There are two ways to access and distribute purchased coursework in your academy — via licenses or via coupons — depending on the vendor’s preference. Both have expiration dates attached to them, as well as having a set amount that is purchased and available at any one time.
A license needs to be allocated to a user in order for them to have access to the subscription's courses. Licenses are transferable, or able to be given to another learner if the first is no longer using it.
Allocating Licenses
If you are an administrator and have bought a subscription plan, you can allocate licenses you've purchased to members of your academy.
To allocate a license, select Admin in the upper navigation bar. In the left side panel, select Online Training, and then Allocate Licenses. You should then be able to see your subscription.
By selecting your subscription, you will see a list of your Academy's students. You can allocate licenses by selecting users manually, under Individual subscription. Click the '+' symbol to select the users, then click Subscribe.
If you run out of licenses, a pop-up will appear letting you know.
Under the Advanced subscription tab you can allocate licenses to users based on their job and location.
This will allocate licenses to those I’ve selected. They will be able to see the courses in their list of available courses, and enroll themselves if desired.
Please note that the category in which the courses exist needs to be permissioned so that all the allocated learners would be able to view it in their list of available courses.
Assigning Licensed Material
Learners can also be assigned coursework. You can do this as you would other coursework.
You can also enable an academy setting that will automatically allocate licenses as they are assigned.
Select Admin in the top navigation bar. Then, under Your Academy, Academy Settings.
Under Give Out Licenses Automatically, set the toggle to Yes.
License Categories
Coursework will automatically be placed in the category determined by the vendor. However, you are also able to adjust the category as needed.
Select Admin in the top navigation bar. Then, under Online Training, Categorize Purchased Courses.
Checking the Show All Courses box...
... will provide a special section in the academy library, making it easier to find the courses included in the package.
Selecting each package leads you to a page where you can select the categories to which each should belong. You can also mark each as compliant.
Deactivated Users
- When a user is deactivated, any licenses for purchased courses return to the academy. If the user gets reactivated, the user would need to be re-allocated the license.
- Reactivated users can see old licensing courses under 'Drop out courses'. Unless they are re-allocated a license, they cannot access this course. If they are re-allocated, any previous progress and completions remain as before the deactivation.
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Removing Licenses from the Academy Members