Subscription renewal & license management

This article outlines our subscription renewal process and how licenses are managed to ensure seamless usage for your organization while respecting your active employee enrollments.

What happens during subscription renewal?

Renewing your subscription ensures uninterrupted access to our platform for the next billing period. Here's an overview of the process:

Subscription renewal overview:

Status: Your subscription will be set to active upon renewal.
Billing Status: Payment is due, and the system provides a 14-day grace period for payment.
Current Period: The new period starts on the renewal date and ends one year later.

License reset during renewal:

Licenses for employees who are actively enrolled in trainings will be reserved for them, ensuring they can continue taking the training.
Licenses tied to employees with no active enrollments or deleted users will automatically reset to available, freeing licenses up for reassignment.
Any unused licenses will also remain available for the next billing period.

How are licenses managed if I decrease the number of licenses?

When reducing the number of licenses in the new billing period, licenses are removed from your subscription in a hierarchical order to minimize disruption of active trainings:

Available licenses: Start by removing available licenses.
Reserved licenses: Next, remove licenses assigned to employees but that are not used yet.
Used licenses (no active enrollments): Finally, remove licenses from employees who are not actively enrolled in any learning plan (e.g., former employees).
Used licenses (active enrollments): We remove licenses of actively enrolled students. Which will trigger an unenrollment.

Make sure to free up your licenses or unenroll the employees who you do not want to assign licenses next billing period.

Example: If an employee has completed all their courses but left the organization, and the admin has unenrolled or deleted their user profile, their license will be made available in the new billing period for reassignment.

What happens if I reduce the number of training areas?

If the new subscription includes fewer topic areas than the current one:

Unenrollment: Employees will be unenrolled from all trainings associated with the removed topic areas.
Archiving of learning plans:
- Impacted learning plans will be marked as "archived".
- While archived, admins can still access the completion history of the training but cannot perform actions like enrollment or modifications.
- Archived learning plans can be deleted if necessary.

How does the license reset process handle active enrollments?

The license reset process is designed with active enrollments in mind. Here's how licenses adjust after renewal:

Licenses consumed by employees enrolled in active learning plans will transition to reserved status, guaranteeing their continued access.
Licenses linked to users who are unenrolled, deleted, or inactive are reset to available, allowing your team to reassign them.

Example 1: If an employee has completed three courses and remains enrolled, their license is retained as Reserved.
Example 2: If the admin unenrolls an employee who left the company, their license will reset to Available and remain unassigned in the new period.

What happens to deleted users?

If an employee has been deleted from your account:

Their licenses will automatically reset to available during renewal, even if they previously completed courses or were actively enrolled before deletion.
These licenses can then be reassigned to other employees in your organization.

Example: A former employee’s license becomes available for other employees, as the system no longer recognizes deleted users.