License and Product Management

System administrators can manage product licenses, assign access to users, and monitor license usage across their organization. This ensures users have appropriate access to learning content and assessment tools while maintaining control over license allocation.

Understanding the License Dashboard

The License Dashboard provides a centralized view of all licensing activity in your account.

Accessing the Dashboard

1. Navigate to System Admin in the main menu
2. Select Licenses from the admin menu
3. Review the overview of license allocation and usage

The dashboard displays:

• Total licenses available by product type
• Current license assignments
• Usage statistics and trends
• License expiration dates

Assigning Products to Users

Role requirement: System Administrator

Product assignments determine which learning content and assessment tools users can access.

Individual User Assignment

1. Navigate to System Admin → Users
2. Find the user you want to modify
3. Click the Edit button for that user
4. In the user form, locate the User Permission and Access section
5. Check the appropriate role boxes to assign product access:
   • Proctor Access - Enables proctoring of assessments
   • Observable - Can be observed in performance evaluations
   • Observer - Can conduct observations of other users
   • Evaluator - Can evaluate and conduct formal assessments
   • Reporter - Access to analytics and reporting features

Bulk Assignment

For assigning products to multiple users simultaneously:

1. Go to System Admin → Users
2. Use filters to select the target group of users
3. Click Bulk Actions in the toolbar
4. Select Change Organizations to modify user access
5. Choose the appropriate organizations and roles
6. Click Apply Changes to save

Managing License Claims

License claims track when users activate their assigned products and begin using licensed features.

Monitoring Claims

1. Navigate to Reports → License Claims
2. Review the detailed claim activity report
3. Filter by date range, user, or product type as needed

The claims report shows:

• User name and email
• Product claimed
• Claim date and time
• Current claim status

Claim Status Types

• Active - User has claimed and is using the license
• Pending - License assigned but not yet claimed
• Expired - License has exceeded its validity period
• Revoked - License access has been removed

Monitoring License Usage

Regular monitoring helps ensure optimal license utilization and identifies users who may need additional support.

Usage Analytics

1. Access the License Dashboard
2. Review the usage metrics section
3. Identify trends in license activation and engagement

Key metrics include:

• Activation Rate - Percentage of assigned licenses that have been claimed
• Engagement Level - Frequency of product usage by licensed users
• Completion Rates - Progress through assigned learning content

Identifying Unused Licenses

To find licenses that may need reassignment:

1. Run the License Claims report
2. Filter for "Pending" status
3. Sort by assignment date to find long-pending claims
4. Contact users who haven't activated their licenses
5. Consider reassigning unused licenses to active users

Product Assignment Workflows

New User Setup

When creating new users, establish their product access immediately:

1. Create the user account with basic information
2. Assign them to appropriate organizations
3. Select relevant roles based on their job function
4. Send invitation to activate their account
5. Follow up to ensure license activation

Role-Based Assignment

Different job roles typically require different product combinations:

Teachers and Staff (Observable role):

• Access to learning content
• Can be observed in evaluations
• Receive feedback and coaching materials

Administrators (Observer, Evaluator roles):

• Full observation capabilities
• Access to evaluation tools
• Reporting and analytics features

Specialized Staff (Proctor role):

• Assessment administration tools
• Proctoring interface access
• Session management capabilities

License Renewal and Maintenance

Tracking Expirations

Monitor upcoming license expirations to ensure continuous access:

1. Check the License Dashboard regularly for expiration alerts
2. Review contract renewal dates
3. Plan for license redistribution as needed

Seasonal Adjustments

Educational organizations often need to adjust licenses based on academic calendars:

• Remove licenses for departing staff
• Add licenses for new hires
• Redistribute unused licenses to active users
• Archive accounts for temporary staff

Troubleshooting Common Issues

User Cannot Access Assigned Products

1. Verify the user has the correct role assignments
2. Check that their account is active and not suspended
3. Confirm they have completed any required training
4. Ensure they are assigned to the appropriate organizations

License Count Discrepancies

1. Run a complete usage report
2. Identify any duplicate assignments
3. Check for archived users still consuming licenses
4. Contact support if counts don't match expected totals

Training Prerequisites

Some licensed products require completion of training before access is granted:

1. Verify prerequisite training is assigned
2. Check training completion status
3. Confirm certification requirements are met
4. Enable product access once requirements are satisfied

Best Practices

• Review license usage monthly to optimize allocation
• Maintain accurate user roles and organization assignments
• Remove licenses promptly when staff leave
• Use bulk operations for efficient large-scale changes
• Keep detailed records of license assignments and changes

Regular license management ensures your organization maximizes the value of its professional development investments while maintaining appropriate access controls.