How do licences work?

If a (new) learner is subscribed to a course, a licence will be taken from the balance and it will be valid for a year.
This licence year starts the moment that the learner starts the course. From that moment the licence is valid for one year.

In the article below, you can find more information about licences:

○ Frequently asked questions about licenses

When will a licence start and be renewed?

A licence will start at the moment the learners starts with the course subscription. From that moment the licence of that learner is valid for one year.

If the learner is still subscribed to one or more courses with the status 'Active' or 'New' after a year, a renewal of the licence should be deducted in order to remain access to these course subscriptions.
The licence can only be renewed if the option 'Licence is renewable' is enabled. More on this later.

In the image below you can see an example of how licences and the renewal of licences works:

In this image you see that a learner is subscribed to course A and B. When subscribing the learner to these courses, a licences was deducted from the licence balance. The sttus of these courses is now still 'New'.

Then the learner starts with course A. The status of this subscription changes from 'New' to 'Active'. At that moment the licence of the learner is activated and is now valid for one year. Because of the preservability properties of the course, the learner has access to this course for one year from the moment of starting the course. This subscription will fall within the licence year.

At a later moment, the learner also starts course B. The learner has also access to this course for one year after starting the course. This means that the licence of the learner should be renewed after a year, in order to remain access to course B.

Managing licences and renewals

Via the Manage Renewals page you can manage the licences and renewals of the learners. Go to the page and click the Manage renewals button. 

On this page you can see all learners that willpotentially be renewed for the date that is set. In the example below that is 10/01/19. You can move the date as far as you want.


Below you can read more about the information you can find in each column of this overview. 

Licence date

This is the date on which the learner's licence has been deducted from the balance. This happens at the moment that a learner is subscribed to a course for the first time.

The date will change the moment a renewal is deducted for the learner.

Example: the licence of Wessel Verboom is extended on May 11, 2018 and if there is an active subscription on May 11, 2019, a licence will again be deducted.
Renewal date

This date is based on the date the licence was first activated. This happens at the moment the learner starts the course. The learner will then be able to appear in the list shown above.

As an administrator you also have the option to activate the subscription manually.

Example: for Mandy Vos there is nothing entered at 'Last login'. Even though she did not do anything in the learning environment, after one year an active registration was found, resulting in an extra licence being deducted on 7 October 2017.
Licence count

This indicates how many licences already have been deducted from the balance for this learner.

Renewable

In this column you can see if the licence of a learner can be renewed automatically. If the option is enabled, this means that the licence can be renewed automatically after one year. If the option is disabled, the licence of the learner will not be renewed automatically after one year.

If the learner has new or active course subscriptions after one year, the licence will automatically be renewed if the Renewable option is enabled. 

If you want to prevent this, you can disable the setting. With that setting the licence of the learner will not be renewed after a year, but the status of active (and new) course subcriptions will change to 'Expired' at the moment the licence had to be renewed.
If you still want to renew the learner after that, you can switch on Renewable again and reactivate the subscriptions.

Does the learner have expired subscriptions with an end date in the future? Then the learner probably doesn't have a valid licence anymore and the licence is set to not renewable. In the article below you can read more about renewing the licence for the learner and activating the course subscriptions:

○ The subscription of a learner has an 'Expired' status, but the end date of the subscription is in the future

Last login

Here you see the date on which the learner was last logged in. This way you can easily determine if a learner has been active recently and whether you want to extend the licence of the learner or not.

Exporting the Manage renewals page

By clicking the Export button on the Manage renewals page, you can make an export of the overview on this page. A .csv file will be downloaded and can be used and edited in other external programs.

The data that will be visible in the export file, depends on the filters you set up on the Manage Renewals page. The export will meet the following filters and settings:

  • The data settings for 'Renewal date before';
  • The filter settings for 'Renewable'/'Not renewable'

In the .csv file you will find the same information and columns the Manage renewals page shows, with some additional columns with personal data of the users.

Will a licence be deducted for all learners in this overview?

No, that is not necessarily the case. A licence of a learner will not be renewed after a year if:

  • 'The licence is renewable' setting is not enabled;
  • The first licence of the learner has not been activated yet;
  • The learner does not have active or new course subscriptions on the renewal date. 

The licence of a learner will be renewed after a year if:

  • 'The licence is renewable' setting is enabled;
  • The current licence of the learner is activated because the learner started one or more courses;
  • The learner has course subscriptions with the status 'New' and/or 'Active' at the renewal date.

By default a course is accessible to learners for one year. So if you subscribe a learner for only one course with that setting, there will never be an extra licence, even if their account is 'Renewable'.

You can also archive learners is they are no longer active in the learning environment but you want to preserve their accounts and results. The licences of archived learners will never be renewed.
Read more about archiving learners:

○ When does a user have the status active, inactive or archived?

When can I expect renewals?

  • If a course is valid for longer than a year;
  • If you subscribe the learner to multiple course that have different start dates and end dates and these dates don't fall within one licence year;
  • If you subscribe the learner to multiple courses but the learner doesn't start all courses and therefore the learner has subscriptions with the status 'New' at the renewal date.

If you want, you can get an overview in Excel every first day of the month with an overview of all the learners of which a renewal will be deducted next two months. If you would like to, please send our support team the email address that the platform should send the notifications to.

Note: we don't send an e-mail notification if there are no licences that will be renewed. 

Related articles

○ Frequently asked questions about licenses
Here you can find more information about licences.

○ Course settings - Tab: Settings
Read more about changing the preservability properties of a course. By default, a course is accessible to learners for one year.

○ Course settings - Tab: Learners
Here you can read more about activating a course subscription manually for learners. 

○ The subscription of a learner has an 'Expired' status, but the end date of the subscription is in the future
This article explains what steps you have to take if the status of all course subcriptions of the learner is 'Expired' but the subscriptions have an end date in the future.