Partners' Guide: How to Renew Your Customers' Licences

Managing licence renewals is essential for maintaining platform access and ensuring uninterrupted security awareness training for your customers. This guide outlines the steps for renewing customer licences.

Understanding License Expiry

Licences are valid for 12 months from the moment they are assigned, not when they are allocated to users. Once this period ends, the licences will automatically expire, and both managers and learners will lose access to the platform. Expiry notifications will be sent to alert Customer Managers prior to the expiration.

Automated Licence Expiry Notifications

The platform sends two key notifications to Customer Managers:

1. 72-hour Reminder: Sent three days before the licences expire, alerting managers to take action.
2. Licence Expiry: Sent on the day the licences expire, confirming the expiry and loss of access.

Renewing Expired Licenses:

Partner Managers can manage renewals and allocate licences for their customers by following these steps:

Step 1. Enter Managing Mode and Order Licenses:

• Access your Partner 'Admin Dashboard'.
• Navigate to your 'Company' section.
• Select the 'Customer Company' you wish to manage.
• Click on the 'Actions' button.
• Choose 'Manage Company' to enter manage mode.
• In manage mode, navigate to the customer's 'Licenses' section.
• Select the 'Orders' tab.
• Click on 'Request Licenses'.
• Specify the number of licenses required.
• Click 'Save'.

Step 2. Exit Manager Mode and Assign Licenses:

• Navigate to the 'Licenses' section of your Partner Dashboard.
• Select the 'Orders' tab.
• Navigate to the 'Requested Orders' section.
• Use the 'Add Filter' button to locate the specific 'Order' you wish to assign.
• Click on 'three dots' located to the right of the order.
• Select 'Assign'.
• *Once assigned, Customer Managers will receive an automated email notification that the new licences are ready for allocation.

Allocating Licenses:

Once you have renewed licences, you need to allocate them to the users whose licences have expired. Follow the steps below to allocate licences using either the manual or CSV import method:

• Access your Partner 'Admin Dashboard' 
• Navigate to the 'Company' section.
• Select the 'Customer' you wish to manage.
• Click on the 'Actions' button
• Choose 'Manage Company' to enter manage mode.
• Within manage mode, Navigate to the 'Licenses' section.
• Click on the 'Expired Licenses' tab to view a list of learners with expired licenses.
• Choose 'Select users Manually' or 'Select Users by CSV'.

Step 1: Select Users Manually:

• Choose individual learners to renew 'One by One' or 'Select All' existing learners.
• Click 'Allocate Licenses' to proceed

Step 2: Select Import Allocation

For bulk renewals, the CSV import method is ideal. Here’s how:

• Select 'Expired Licences'.
• Click the 'Import Allocation' button in the top right.
• Upload your User CSV File.
• From the dropdown select the spreadsheet column containing 'Email'.
• Review the number of Users identified for renewal vs the number of Users identified as not being renewed. 
• Click 'Renew Licences' to proceed.

Key Licence Management Tips

• Stay proactive: Use the automated notifications to stay ahead of licence expirations and renew early to avoid disruption.
• Filter options: Use the platform’s built-in filters to track and manage licence orders efficiently, ensuring no customer is left without the required licences.
• Bulk updates: Use CSV imports for quick, high-volume renewals and licence allocations to save time.

By following these steps, you can effectively manage and renew your customers' licences, ensuring they maintain continuous access to the platform and their security awareness training resources.