An active user licence is measured annually and is based on the number of users that have logged into the system in the last 12 months (365 days). Regardless of an account being marked as suspended or deleted, if the account was active during the last 12 months it will be included in the count.
You can keep an eye on your usage by creating two reports one to capture active and another for deleted users. To create the reports follow the instructions below:
Active users
1. As a Site Manager (or users with the assigned permissions) go to your Administration Block then > Site Administration > Reports > Report Builder > Manager User Reports
2. Create a new report and fill in the boxes as follows:
3. It is recommended to add a description so others know why the report has been created.
4. On the Columns tab you only require one column as below:
Column = User Status
Aggregating or Grouping = Count
Delete any other fields from the page as they are not needed and click Save.
5. On the Filters tab there is only the need for one Field.
Search Field = User Last Login
Customise Field Name = User Last Login (Place a tick in the checkbox if you wish to enter a customised name)
Then click Save.
6. Then click on ‘View This Report’. Now enter your search criteria to find out how many users have logged in during the last 365 days as shown below:
7. This will return a result like the one shown below:
8. You should now save this Search criteria, this will give you quick access to your criteria next time you need to run the report. Give it a meaningful name and check the box that will enable others to see and use the search too.
Deleted Users
1. As a Site Manager (or a users with the assigned permissions) go to your Administration Block then > Site Administration > Reports > Report Builder > Manager User Reports
2. Create a new report and fill in the boxes as follows:
3. It is recommended to add a description so others know why the report has been created.
4. On the Columns tab you only require one column as listed below:
Column = User Status
Aggregating or Grouping = Count
Customise heading = Total Logins of Deleted Users (Place a tick in the checkbox to enter a customised heading)
Then click Save.
5. Then click on ‘View This Report’. Now enter your search criteria to find out how many deleted users have logged in during the last 365 days as shown below:
6. This will return a result like the one shown below:
8. As before save this Search criteria, this will give you quick access to your criteria next time you need to run the report. Give it a meaningful name and check the box that will enable others to see and use the search too.
Displaying your data for easy access
It is not essential but you may wish to host the above reports into an easy accessible location. To do this you could create a dashboard (to find out more on creating dashboards visit our guide here.)