Overview
This article explains how licenses are tracked, what happens when you exceed your license allocation, and how to manage overages effectively.
How do I see my license consumption?
- Go to the Site Config section.
- Select Licenses from the menu.
- The dashboard displays:
- Current License Period
- Days Remaining
- Purchased, Consumed, and Available licenses
- Below the dashboard, the Licenses Consumed table provides a detailed record of license usage.
Can you please define these terms?
- Purchased: The number of licenses your organization has bought for the current period.
- Consumed: The number of licenses used during the current period.
- Available: The difference between purchased and consumed licenses.
- Overage: When the consumed licenses exceed the purchased amount, resulting in a negative availability.
When is a license considered "consumed"?
A license is used the moment a learner has interacted with a piece of content within the Emtrain Platform or your organization's own LMS.
- The license is considered consumed regardless of whether they completed that content or how long they spent on it.
- A learner can use their license on an unlimited number of content items within the license period. We do not charge per course or microlesson...it's all you can eat (or in this case--learn).
- Licenses can only be used once and may not be reassigned.
What happens when my organization goes over our licenses purchased?
An overage occurs when your consumed licenses surpass the purchased count, indicated by a red alert and a negative available value. Example:
- Purchased: 16,000
- Consumed: 18,260
- Available: -2,260 (Overage of 2,260 licenses)
Overages are periodically billed by our accounts team. You can track your consumption using the above report. Your client account executive will work with you if you know that you will need more licenses than your current purchased amount.
What does the detailed license consumption report show me?
When you download the CSV from Site Config, you will see the following information for each learner:
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SCORM ID: A unique identifier for the learner's activity.
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Emtrain User ID: The internal ID assigned to each learner.
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First and Last Name: Displayed when available.
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First Lesson/Module Accessed: The initial training content accessed during the license period.
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Date of First Access: The date the learner first engaged with the training.
In the example below, John Smith's first lesson was What is Respect (from our Preventing Workplace Harassment course), accessed on July 1, 2024. His license was consumed upon this initial activity. If John Smith accesses additional courses or microlessons during the license period, it will not impact the organization's license usage further.
Help--I think I'm being charged for duplicates!
In rare cases, clients using their own Learning Management System (LMS) may encounter duplicate usage entries. This typically happens when a single learner is associated with multiple SCORM IDs. Below are two common scenarios that can cause this issue:
Scenario 1: Migrating to a New LMS During License Period
- Action: The client switched LMS providers during their license period but reused the same Emtrain account and PIF file within both systems.
- Result: Each LMS sent a different set of SCORM IDs for the same learners. Emtrain initially collected SCORM IDs from learners on the old LMS and then collected new SCORM IDs from the same learners after they started using the new LMS. This results in a single learner being associated with multiple SCORM IDs in Emtrain's records.
Scenario 2: Reconfiguring an Existing LMS During the License Period
- Action: The client reconfigured their LMS to send new SCORM IDs during the same license period. This can occur on some LMSes when an administrator adjusts settings. In Workday, for example, there is a setting to send either learners' full names or generic identifiers--but this also changes the SCORM ID that is sent.
- Result: The LMS sent SCORM IDs based on the old configuration and then sent new SCORM IDs after the configuration change. This results in a single learner being associated with multiple SCORM IDs in Emtrain's records.
Clients using Emtrain's hosted platform will not experience this issue, as the platform generates its own IDs and requires a unique email address or employee ID for each profile.
How should I rectify issues?
We encourage client administrators to review the downloaded license consumption report and check for potential duplicate usage, especially in the case of overages.
Since we do not maintain a complete record of your entire employee population, we cannot determine whether a user has been duplicated or if there are, in fact, two distinct users with the same name who interacted with training. (E.g., were there genuinely two unique individuals named Tim Brown who trained during this license period, or was it one person associated with two different SCORM IDs?)
As a result, we are unable to verify this information on your behalf. We recommend cross-referencing your internal records to confirm and address any potential duplicates.
If we do not hear any concerns about your license consumption, you will be invoiced for the full overage amount.
Frequently Asked Questions
1. What happens if we continue exceeding our licenses? Overages may result in additional charges.
2. How often is the license count updated? The system updates license consumption every night.
3. Can we download a list of consumed licenses? Yes. Click the Download CSV button above the Licenses Consumed table.
For any other questions, please contact your Client Account Executive.