Prerequisites: To view the license report, you need to be an org admin or a user manager.
Our license fee is charged based on the volume of active users on your instance(s) of the learning platform (LXP).
One active user = one license. A license can be re-used up to three times per year. As an example, if you have 1,000 user licenses in your agreement, you can put 1,000 people through a 3-month-long learning experience as a cohort. Then expire all of the enrolments, and put another 1,000 through, then expire all those and put another 1,000 through.
What’s an active user?
A user is an ‘active user’ if they meet the following criteria:
- Have a unique ID within the user records of the system and;
- Be enrolled on at least one learning experience and;
- At least one of those enrolments is currently ‘live’ for the user.
- Please note that a user does not have to access a learning experience to be considered ‘active’; they will be considered active if they have the potential to access a live learning experience.
We allow administrators to re-use user licenses up to 3 times during the license year based on ‘fair usage’. A license is re-used when a previously active user is deactivated (or otherwise removed) from the system and a replacement unique user becomes active in their place.
At no time during the license year do we allow the number of ‘active users’ to exceed the number allowed by the license agreement, unless by prior written agreement.
In the case of a minor overage (defined as not more than 100 – 105% of your active user allowance for a period of ten business days or less), you will be contacted by your account manager who can show you how to lower your active user count within 10 business days of a minor overage notice being given or can arrange an upgrade in license terms to the next available tier, pro-rata for the remaining license year. Details of how to remove active users are also included later in this guide.
In the case of a major overage (defined as more than 106% of your active user allowance, or a minor overage exceeding 20 business days in length), you will be contacted by your account manager who will work with you to lower your active user count within 24 hours. Following this time, if a major overage is still incurred, your subscription will be automatically upgraded to the next available tier, pro-rata for the remaining license year.
Authorised administrators may check the volume of their ‘active users’ at any time via the Instance settings within the application administration interface.
The user license report
The User License Report displays the total number of licenses an organisation has for the platform, the total number of those that are currently in use, and the total number of licenses that remain available within the organisation. The report breaks this information down into both a detailed table and a high-level percentage indicator.
To access it:
When the Admin Vertical Navigation Bar is enabled, click on the 'Org list' navigation item.
When the Admin left-hand nav is not enabled, click on your organisation’s name in the admin section of the platform.
If you have multiple organisations, you will see them listed. To see a user license report for a specific organisation, click on the list icon next to it.
If you select a parent organisation, you will see a breakdown of the child organisations associated with it:
It is also possible to export the report to CSV, by clicking EXPORT TO CSV. The table shows the following:
- Name - The name of the organisation.
- User Limit - The total number of user licenses the organisation has available within the platform.
- Used - The total number of user licenses an organisation is currently using.
- Remaining - The total number of user licenses an organisation has left to use before hitting the user limit.
- Percentage Used - This column contains a percentage bar which licenses an organisation has used, a calculation that is based on all the values in the above columns.
How do I remove an active user?
If you’re just removing a couple of active users, you can do it manually, but it’ll be more time-effective to do them in bulk if you have a large number of users to remove.
Manually
The very simplest way to remove a user is to simply delete their account. To do this, go to Users, find the user in question, and click the bin icon next to their name.
When you do this, the user and all their completion records are completely deleted from the platform. Their xAPI statements will still be visible in Learning Locker, but this data can’t be accessed on the platform. They also won’t be able to log in unless a new account is created for them. Instead of doing this, you can remove them as an active user but retain their completion records, as explained below.
Removing users manually and retaining their completion records
For a user to be considered inactive, they need to no longer be enrolled on any learning experiences. You don’t, however, want to delete their enrolment as this will also delete their completion report. Instead, you need to set all their learning experiences to “expired”. If you do this, the user will still have an account and managers will still be able to view completion reports.
To set a learning experience to expired for a learner, open the learning experiences menu and find your learning experience. Click on Enrolments > All.
Select the learner(s) you want to expire by using the checkbox next to their name.
Click SET EXPIRY DATE. Set an expiry date that is before the current date and click SET EXPIRY DATE.
If the learner tries to access this LX after the expiry date, they will be informed that they can no longer access it. You need to do this for every LX they’re enrolled on for them to become ‘inactive’.
Deleting users in bulk (not retaining records)
If you want to remove multiple users at once, you use the sync CSV feature. To do this you’ll download a list of all the accounts in your platform, delete the users you want to delete, and then re-upload the CSV to the platform. Here’s how:
Go to Admin > Users and click EXPORT TO CSV.
Download the file and open it in a program that can open CSV files, such as Microsoft Excel, Apple Numbers, or Google Sheets.
Delete the users you want to remove from the platform.
Return to the platform and click Import Users.
Click Choose file and upload the edited CSV.
Tick the Synchronize Users checkbox and click Submit.
Once you confirm your actions on the next page, the platform will delete all the users no longer in the CSV file.