License Groups allow enterprise account administrators to grant temporary access to LEARN or COACH for multiple users. This feature is particularly useful when planning organization-wide training sessions and helps optimize the efficiency of existing paid licenses.
Prerequisites for License Groups
Before creating a License Group, ensure that the following requirements are met:
1. Your organization must have Enterprise Account Management features enabled.
2. Your organization must have enough available licenses to cover all users for the duration of the license group assignment.
3. The license group can only include existing active users:
• New users must be created before being added to a group.
• Deactivated users must be reactivated before they can be added.
Creating a New License Group
As an organization administrator, you can create a new license group by following these steps:
1. Navigate to:
• SHARE → My Organization → Users → Manage Groups
2. Click “Create New Group.”
3. Fill out the required fields:
• Group Name – A descriptive name for the group (e.g., “Cohort 10,” “May Training,” “Q1 2025”).
• License – The access level for users:
- Community Plus → Access to LEARN
- Premium → Access to LEARN and COACH
• Start Date – The date when users receive the assigned access.
• End Date – The last day users will have access; after this, they revert to Community (SHARE-only access).
4. Adding Users to the Group:
• A list of all active users in your organization and child organizations will be displayed.
• Click “Include” to add users (a checkmark will appear in the Included column).
• Use filters to search by organization, name, or email.
• To remove a user, click “Remove.”
5. Click “Save Group.”
• The system will validate that the selected users do not exceed the number of available licenses.
• If there aren’t enough licenses, an error message will provide details.
Once created, the License Group will appear on the License Groups page with a “Scheduled” status.
Example error message due to insufficient licenses:
Modifying an Existing License Group
Modifying a Scheduled License Group (Not Yet Started)
You can edit a scheduled license group before it starts:
1. Navigate to:
• SHARE → My Organization → Users → Manage Groups
2. Find the scheduled license group and click “View Details.”
3. Modify the group details and add/remove users.
4. Click “Update Group” to confirm changes.
• The system will verify available licenses and notify you if adjustments are needed.
Modifying an Active License Group
Once a license group has started, only limited changes are allowed:
1. Navigate to:
• SHARE → My Organization → Users → Manage Groups
2. Find the active license group and click “View Details.”
3. Editable fields:
• Group Name and End Date can be updated.
• Start Date and License Type cannot be changed.
4. You can add new users, but changes take effect the next day.
5. To extend user access in an active license group, refer to our Extending User Licenses Guide.
6. Click “Update Group” to confirm changes.
• The system will verify available licenses and notify you if adjustments are needed.
Reviewing Completed License Groups
You can review past license groups, but they will be read-only:
1. Navigate to:
• SHARE → My Organization → Users → Manage Groups
2. Find the expired license group and click “View Details.”
3. The Users in Group section will show only those who were part of the group.