Licenses and Access

Access to online:academy and to courses is controlled by two different license mechanisms. This page explains both — and what you as an administrator have to do about them (spoiler: little, most of it runs automatically).

Note on scope: Purchasing licenses and contract matters go through your platform team / sales. There is no manual allocation of individual seats to people — seats are used automatically through enrollments.

Mechanism 1: your company's product license

Your company has a company-wide product license (e.g. Basic, Professional, or Enterprise). It determines which platform features are available to you — for instance whether Analytics & Reports, the marketplace, or advanced features are unlocked. The license applies to all users of your company collectively; there are no individual per-person seats here.

Where you see it

License management in the Admin Portal is reserved for the platform team — as a company admin you have no access to it. Which product is licensed for you and how long it runs is something you find out from your contact on the platform side.

Indirectly you notice the license in everyday use by which areas appear at all: if, for example, Analytics & Reports is not included in your product, the menu item does not show up in the first place.

Keep an eye on expiry

If the product license expires, the features that depend on it lose their activation for your entire company — in extreme cases sign-in is blocked. Ask the platform team / sales in good time about the expiry date and the renewal.

Mechanism 2: course licenses with a seat quota

Courses your company has obtained from another provider via the marketplace can come as a participant license: the course may then be taken by a limited number of your learners (e.g. 50 seats).

This is how the quota works:

• A seat is used automatically as soon as a person enrolls in the course — no manual allocation needed.
• If someone unenrolls before they've started learning, the seat becomes free again.
• After the first learning progress, the seat is permanently used — even after unenrolling. This prevents a seat from being passed around among several people.

Where you see this

In the app under Sales & Licenses → Licensed courses: per course, the seat usage ("Current enrollments: X / Y") and the enrollment overview.

Once the quota is used up, no further people can enroll — for more seats, contact the provider or purchase additional ones via the marketplace.

Licenses vs. your own courses — the difference

• Your company's own courses (created by your trainers): no seat quota — all people in your company can use them (depending on the enrollment mode).
• Licensed courses (obtained via the marketplace): depending on the license type, with a seat quota; recognizable in the catalog as licensed courses.

Frequently asked questions

A person says they suddenly no longer have access to a course. Possible causes:

1. Your company's product license has expired — ask the platform team
2. The licensed course's seat quota is used up (only affects new enrollments)
3. The course or its catalog was deactivated, or the access mode was changed

Can I allocate or revoke a license seat for a specific person? No — seats are used exclusively through enrollments. You control access via the course's enrollment mode and by whom you bring into the course (via enrollment or mandatory assignment).

We have more people who need a course than seats. Talk to the provider or the platform team / sales — additional seats can be purchased. In the meantime, prioritize: who needs the course most urgently? Important: only enroll people once they're really starting — a started seat is permanently used.

Can a seat be "paused" and later given to someone else? No — as soon as a person has started learning, their seat stays used. Only enrollments that were never started return their seat on unenrollment.

How many seats are still free? In the app under Sales & Licenses → Licensed courses, the current usage is shown per course.