License Management

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

License Dashboard

System Administrators can access the main License Dashboard:

1. Navigate to System Admin → Licenses
2. View overall licensing summary and status
3. Monitor license allocation across products

License Claims Reports

Reporters can access detailed license claim reports:

1. Go to Reports → License Claims
2. View detailed licensing activity and claims
3. Generate reports on license usage patterns

License Dashboard Overview

The License Dashboard provides a comprehensive view of your licensing status:

Product License Tracking

You can monitor licenses for each activated product:

• Learn Module: Professional development content licenses
• Observe Module: Classroom observation tool licenses
• Combined Licenses: Users with access to both modules

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

Automatic License Assignment

When you create new users with specific roles, licenses are automatically assigned based on:

• Learn Access: Users with content access roles receive Learn licenses
• Observe Access: Users with observer/observable roles receive Observe licenses
• Administrative Access: System and organization administrators receive appropriate licenses

Manual License Review

You can review and adjust license assignments:

1. Access the Manage Users section
2. Filter users by role or organization
3. Review current license assignments in user profiles
4. Modify roles to adjust license allocation as needed

License Usage Monitoring

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

Reporters can generate detailed usage reports showing:

• License assignment history
• User activity against assigned licenses
• Compliance status and recommendations

License Expiration Management

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

When licenses approach expiration:

1. System Administrators receive notification alerts
2. Contact your account representative for renewal options
3. New license periods are applied automatically upon renewal
4. User access continues uninterrupted with valid renewals

Bulk License Operations

Organization-Level Management

Organization Administrators can manage licenses at scale:

1. Use bulk user operations to assign or remove roles
2. Role changes automatically adjust license assignments
3. Transfer users between organizations to optimize license distribution

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

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

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

Common License Problems

Users Cannot Access Content:

1. Verify the user has appropriate roles assigned
2. Check that sufficient licenses are available
3. Confirm the user's organization has the required product activated

License Limit Exceeded:

1. Review current license allocation in the dashboard
2. Remove inactive users or adjust roles as needed
3. 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.