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Licenses and Access

Some courses or course packages in online:academy require a license — your company purchases a certain number of seats, and you as the administrator decide which people get one. This page explains how you see this and how you allocate seats.

Note on scope: Purchasing additional seats and contract matters go through your platform team / sales. Distributing the seats you have among your employees is something you do yourself.

Where you see licenses

  1. In the Admin Portal, go to Licenses.
  2. A list of all license quotas you have access to as an administrator.
  3. Per license:
  4. Name (e.g. "Premium Sales Bundle 2026")
  5. Number of seats total / used / free
  6. License expiry date
  7. Which courses / learning paths are included

Screenshot to follow

License overview with a usage indicator per license

Allocating a seat to a person

  1. Open the license.
  2. Click Add person.
  3. Select a person from your company (autocomplete search).
  4. Confirm — the person immediately gets access to the included courses / learning paths.

The person receives a notification "You've been granted access to [course/bundle]".

Several people at once

If you want to license an entire group or department:

  1. Open the license → Bulk allocation.
  2. Select people by:
  3. List
  4. Department
  5. Learning group
  6. The platform reports: "X seats will be allocated, Y seats remain free". If overbooked (more people than seats), you're warned.
  7. Confirm.

Revoking a person's seat

When someone leaves the company, moves to another department, or you want to free up a seat for someone else:

  1. License → member list → find the person → Remove.
  2. The person immediately loses access to the associated courses — but existing learning progress and certificates are retained.

What happens to active course enrollments once the license seat is gone?

The person remains formally enrolled but can no longer start new lessons. Certificates that already exist remain valid. If the person hasn't completed the course yet and shouldn't be able to complete it: end the enrollment manually (see the trainer guide Managing participants).

Keeping an eye on license usage

A usage indicator per license shows you the status:

Display Meaning
Free (e.g. 12/50 used) Enough room, you can add more people
Almost full (e.g. 45/50 used) Be careful with the next allocations — it could get tight
Full (50/50 used) No further allocations possible without removing someone

If all seats are permanently used and you need more: contact your platform team / sales — that's where additional seats are purchased.

Expiry dates

Licenses often have an expiry date (e.g. one year from purchase). In the license detail you see:

  • The date the license ends
  • Possibly "Renewal in progress" — an extension has already been initiated
  • With less than 30 days remaining: a yellow warning
  • With less than 7 days: a red warning

When expiry is imminent, inform your platform team / sales in good time about the renewal — otherwise all allocated people lose access on the cutoff date.

Licenses vs. your own courses — the difference

An important distinction:

  • Your own courses (created by your company's trainers): no license needed, everyone with access to the LMS sees them and can enroll (depending on the mode)
  • Licensed courses (from an external provider, or a specific premium module): access only via an allocated license seat

In the course detail view, it's always visible whether a course is licensed or is one of your own productions.

Frequently asked questions

A person says they suddenly no longer have access to a course. Possible causes: 1. The license seat was removed — check the license member list 2. The license has expired — check the remaining time in the license detail 3. The course has a different access mode (e.g. "by assignment only")

Via the license member list and the license detail you can usually clarify this quickly.

I can't allocate a seat — the button is missing. Then your role lacks the permission to distribute licenses. Make sure you're signed in as a Company Admin; if the role is correct and the button is still missing, contact your platform team.

We have more people who need a course than license seats. Talk to the platform team / sales — that's where additional seats are purchased. In the meantime, prioritize: who needs the course most urgently?

How do I see which people have which license seats? Open the license → member list — all currently allocated people with their allocation date.

Are licenses per person or per group? Per person — one license = X seats for X individual people. Licensing a group as a whole is possible via the bulk allocation, but technically individual seats are still used.

If someone is on vacation or temporarily not working — should I free up the seat? Yes, you can temporarily remove the seat and return it later. But: learning progress is frozen during the pause, and the person can't start new lessons.