Administration
License Management
Monitor and manage product licenses, assignments, and usage across your organization.
You can monitor and manage product licenses, user assignments, and usage across your organization through the license management system. This helps ensure compliance and optimal license utilization.
Accessing License Management
Section titled “Accessing License Management”License Dashboard
Section titled “License Dashboard”System Administrators can access the main License Dashboard:
- Navigate to System Admin → Licenses
- View overall licensing summary and status
- Monitor license allocation across products
License Claims Reports
Section titled “License Claims Reports”Reporters can access detailed license claim reports:
- Go to Reports → License Claims
- View detailed licensing activity and claims
- Generate reports on license usage patterns
License Dashboard Overview
Section titled “License Dashboard Overview”The License Dashboard provides a comprehensive view of your licensing status:
Product License Tracking
Section titled “Product License Tracking”You can monitor licenses for each activated product:
- eLearn Module: Professional development content licenses
- weCLIMB Module: Classroom observation tool licenses
- Combined Licenses: Users with access to both modules
License Status Indicators
Section titled “License Status Indicators”The dashboard shows current status for each license type:
- Total Licensed: Maximum number of licenses purchased
- Currently Assigned: Number of licenses actively assigned to users
- Available: Remaining unassigned licenses
- Usage Percentage: Current utilization rate
Managing User License Assignments
Section titled “Managing User License Assignments”Automatic License Assignment
Section titled “Automatic License Assignment”When you create new users with specific roles, licenses are automatically assigned based on:
- eLearn Access: Users with content access roles receive eLearn licenses
- weCLIMB Access: Users with observer/observable roles receive weCLIMB licenses
- Administrative Access: System and organization administrators receive appropriate licenses
Manual License Review
Section titled “Manual License Review”You can review and adjust license assignments:
- Access the Manage Users section
- Filter users by role or organization
- Review current license assignments in user profiles
- Modify roles to adjust license allocation as needed
License Usage Monitoring
Section titled “License Usage Monitoring”Real-Time Usage Tracking
Section titled “Real-Time Usage Tracking”The system continuously monitors:
- Active Users: Users who have logged in recently
- License Utilization: Percentage of assigned licenses being used
- Inactive Assignments: Licensed users who haven’t accessed the system
Usage Reporting
Section titled “Usage Reporting”Reporters can generate detailed usage reports showing:
- License assignment history
- User activity against assigned licenses
- Compliance status and recommendations
License Expiration Management
Section titled “License Expiration Management”Expiration Monitoring
Section titled “Expiration Monitoring”The system tracks license expiration dates:
- Upcoming Renewals: Licenses approaching expiration
- Grace Period: Post-expiration access periods
- Renewal Notifications: Automated alerts for administrators
Renewal Process
Section titled “Renewal Process”When licenses approach expiration:
- System Administrators receive notification alerts
- Contact your account representative for renewal options
- New license periods are applied automatically upon renewal
- User access continues uninterrupted with valid renewals
Bulk License Operations
Section titled “Bulk License Operations”Organization-Level Management
Section titled “Organization-Level Management”Organization Administrators can manage licenses at scale:
- Use bulk user operations to assign or remove roles
- Role changes automatically adjust license assignments
- Transfer users between organizations to optimize license distribution
License Optimization
Section titled “License Optimization”To optimize license usage:
- Remove Inactive Users: Archive or remove users who no longer need access
- Adjust Roles: Modify user roles to match actual responsibilities
- Monitor Utilization: Regular review usage reports to identify optimization opportunities
Compliance and Auditing
Section titled “Compliance and Auditing”License Compliance
Section titled “License Compliance”The system helps maintain compliance by:
- Preventing Overallocation: Blocking new assignments when limits are reached
- Usage Tracking: Detailed logs of all license-related activities
- Regular Reporting: Automated compliance status updates
Audit Trail
Section titled “Audit Trail”All license management activities are logged, including:
- User role assignments and changes
- License allocations and deallocations
- Administrative actions affecting licensing
- System-generated licensing events
Troubleshooting License Issues
Section titled “Troubleshooting License Issues”Common License Problems
Section titled “Common License Problems”Users Cannot Access Content:
- Verify the user has appropriate roles assigned
- Check that sufficient licenses are available
- Confirm the user’s organization has the required product activated
License Limit Exceeded:
- Review current license allocation in the dashboard
- Remove inactive users or adjust roles as needed
- Contact your administrator to discuss license expansion
License Assignment Delays:
- Role changes may take a few minutes to process
- Have users log out and back in to refresh their permissions
- Contact support if delays persist beyond normal processing time
For complex licensing questions or to request additional licenses, contact your account representative or system administrator.