Partners' Guide: Ordering & Assigning Licences
This guide outlines the Partner journey for ordering, assigning, and allocating licences, ensuring customers receive full access for their 12-month subscription period.
Watch our video tutorial:
Step 1: Request Licences for Your Customer
If your customer needs more seats, you can request them directly from their account within manage mode:
- Navigate to your Company section (Multi-tenant view).
- Select the Customer you wish to manage.
- Click the Actions button > Manage Company.
- Go to the customer’s Licence section > Order tab.
- Click Request Licences > specify the number required.
- Click Save.
Step 2: Assign Licences to the Customer Account
When a request is made, the Partner Manager receives a notification. You must then assign these licences from your Partner Licences section to make them available to the customer.
- Go to your Partner Licences section.
- Select the Orders tab > Requested Orders.
- Click the ellipsis icon (...) next to the relevant order.
- Select Assign.
Note: Once assigned, the Customer Manager receives an automated email. The licences are now ready to be allocated to learners.
Step 3. Allocate Licences to Learners
Scenario A: Adding New Learners (Automatic)
Available licences are automatically assigned when brand-new users are added.
- From your Company section, select the customer and enter Manage Mode.
- Go to Users > Add Users.
- Choose Manual, CSV Import, or AD Sync.
- Licences are automatically pulled from the available pool upon import.
Scenario B: Expired Learners (Manual Renewal)
If you are renewing existing learners or upgrading a Trial Account:
Important: The system does not automatically allocate licences to existing users whose licences have expired. This allows you to audit the user list and ensure you aren't assigning paid seats to staff who may have left the organisation.
- In Manage Mode for that customer, navigate to the Licence section.
- Click the Expired Licences tab.
- Select specific learners or click Select All.
- Click Allocate Licences.
Note: If you’ve upgraded a Trial Account, those trial licences will automatically expire, and their new licences will need to be manually allocated.
For a more? Visit our How to Add New Learners guide.
🔄 Reallocating Licences
A single Premium Licence is valid for 12 months from the assignment date. If a learner leaves the company or never logs into the platform, you can delete their profile. This action automatically frees up the associated licence, making it available for reallocation to another expired or new learner.
Note: Deleting a learner removes all historical training data and reporting for that user. Ensure you have exported any necessary reports before deleting a profile.
Need more info? How to Reallocate Licences.🧐
Need Help?
If you run into issues, contact your Account Manager, pop us a message via the chatbot or email Support - we’ve got your back!