License Packages extend Skilljar’s External Management suite by allowing you to allocate a set number of training licenses to students. These are administered by external Student Managers directly from your Academy. This means you can delegate the task of managing externally purchased subscriptions to partners or customers, while maintaining control over your dashboard. Each license represents one student’s access to the specified training content – for example, a package of 50 licenses allows up to 50 students at a time to access the content covered by that package.

License Packages provide access to a selected set of content to enrolled students (Courses, Paths, and/or Plans). Students enrolled in the License Package will be automatically enrolled in the associated content, and those enrollments will be automatically inactivated when the student loses access to the License Package or it expires.

Note: License Packages are available on Professional and Enterprise plans, and they require the use of Groups. (For an overview of creating and managing Groups, see Creating and Managing Groups.) Additionally, you must have External Management enabled on your account to use License Packages. To enable External Management and License Packages, please contact your CSM.

Managing License Packages in Skilljar

Create a License Package

This section is for Skilljar dashboard admins. It explains how to create a new License Package and assign it to a Student Manager. (If you are a Student Manager looking for instructions, see the next section below.)

To create a License Package, follow these steps:

1. Go to Codes > License Packages.
2. Select New License Package.
3. Fill in the following fields:
   1. License Package Name. This is visible to Student Managers.
   2. Tracking Identifier (optional). This optional text field can be used to tie the License Package to objects in your CRM for external reporting purposes. This can include a SKU, contract number, or similar identifier.
   3. Number of Licenses. This is the maximum number of Active students allowed in a License Package. Students who have had their enrollment in the License Package made inactive will not be counted against this limit.
   4. Start Date and End Date (optional). The License Package and its associated enrollments will only be valid within these dates. If an end date is not specified, access to the content will only expire when making a student inactive.
   5. Domain. License Packages are only valid for one domain.
   6. Offers. This is the content that students will get access to when enrolled in the License Package. It is recommended to create a Plan with the content you want to provide to students and use that as the offer for the License Package, in order to make future updates for multiple License Packages easier.
4. Save the License Package

Managing License Packages in the Dashboard

After saving, License Packages can be managed by selecting the License Package in the table. In the License Package detail page you can:

1. Edit the Package: select Edit to make changes. Note: The domain a License Package is associated with is not editable after creation.
2. Enroll Students: Students can be enrolled in the License Package directly from the dashboard. Select Enroll Students and either select existing students from the list or enter the list of emails you would like to enroll via the text box. Students without an existing domain membership will be invited to the domain and enrolled in the License Package, while existing students will only be enrolled.
3. Manage Active/Inactive Status. For students who have already been enrolled in a License Package, you can toggle their access on and off from this page. Students that are Inactive in the Package will lose access to the content and will not count towards the License limit.
4. Delete the Package: Deletion is permanent. If you would instead like to deactivate or archive the Package, consider editing the End Date to a date in the past.

Note: Enrollments via License Packages will bypass any paywalls or monetization on your courses. In other words, if a course normally requires payment, a Student Manager can still enroll their students in it without charge. Make sure you only include content in a license package that you are comfortable providing without payment, or use other controls if needed.

Assigning License Packages to Student Managers

License Packages are designed to be managed by Student Managers. To assign a Package to a Student Manager, follow these steps:

1. Select the Student Manager and navigate to their Student Manager Settings. This can be found in Students > [Student Name] > Student Manager Settings. If a student is not already a Student Manager, grant them access via the Admin Actions menu.
2. In the Allocated Enrollment section, select the License Package(s). New License Packages can also be created directly from this page.

Managing Licenses as a Student Manager

This section is for Student Managers who have been given access to manage a License Package. It explains how to access your management page, invite or remove students, and monitor license usage. (If you are a Skilljar admin, see the previous section on how to configure license packages.)

As a Student Manager, you will manage your licenses and students through the Manage Students page on the Academy site (the branded training site). All the tools you need – inviting new students, enrolling them in courses, and removing students – are available on that page once you sign in.

Accessing Your License Packages

To access the management interface, sign in to your Academy student account that has Student Manager permissions. Click on your profile dropdown (the bubble at the top of the site) and select Manage Students from the menu. This will take you to the Manage Students page for the group you manage, where you can see the list of students in your group and perform management actions. From there, select the License Packages tab to see your list of Packages.

Enrolling Students in License Packages

To assign a student(s) to a License Package, select the Package name in the table. In the detail page for that Package, select Enroll Students. You can either select students in your managed group from the list or enter a list of emails to enroll in the package. If you have permission to add new students, students without an account in the academy will be invited, otherwise only existing students you manage will be enrolled in the Package. If you attempt to enroll more students than you have remaining Licenses, the request will fail and you will need to enroll fewer students.

Reassigning Licenses

If a student no longer needs access to the training (for example, they have left the customer organization or completed their training), you can deactivate their enrollment in the License Package. From the detail page for the License Package, simply select the Active/Inactive toggle to turn off the student's access to the Package and its content. Inactive students do not count against your Licenses remaining. You can now invite another student to take the freed spot up to your License limit. Note: This will NOT affect the student's access to the Academy or any enrollments in content from another source. 

Monitoring Student Progress

Selecting a student's name in any table will take you to a filtered profile view for the student, where you can view their enrollments in content and their completion status. This view is filtered to only display enrollments in content you have permission to manage, so it may not reflect every enrollment a student has.

FAQs:

• Will students enrolled in a License Package receive email notifications?
  No, students will not receive a notification when they are enrolled in a License Package. However, course registration Actions including registration emails will still trigger as intended.
• What happens when all the Licenses in a Package are used up?
  Once all allotted Licenses are in use (i.e. your group has reached the maximum number of active students), the Student Manager will not be able to add more students. The Enroll Students function will display an error if they attempt to exceed the limit. To add more students, an existing student would need to be removed to free a License, or the admin can increase the License count via the dashboard.
• Can a Student Manager have multiple License Package?
  Yes, a Student Manager can be assigned any number of License Packages.
• Can multiple Student Managers share the same License Package?
  Yes. Multiple Student Managers can share a License Package. If the Student Managers have different managed groups, students that don't belong to a particular Student Manager's group will be redacted for privacy purposes.
• Does each enrollment use up a license, or is it per student?
  Licenses are counted per student, not per content item. This means one student in the group uses one license no matter how many of the allowed courses or paths they enroll in. For example, if John is in your group and enrolled in 3 courses, he still only occupies one license seat out of your total. You can freely enroll your existing group members in any of the included content without worrying about “using up” additional licenses for each course. The only time a license is consumed is when you add a new unique student to the group.
• Can we set up or manage License Packages via the API?
  Yes. License Packages are able to be created and managed via our public API. We also have custom SFDC objects, enabling bi-directional data management of your Packages.