Purchased content in the Learning solution uses either licenses or coupons to allow an assigned user to take the course. If you are an administrator and have bought a subscription plan, you can then allocate those licenses to the members of your academy. These licenses and coupons can be allocated manually, automatically one time, or using a saved automated assignment rule.
Allocate Licenses Manually
Administrators who purchase subscription plans can manually allocate those licenses to the members of their academy.
Navigation: UKG Learning > Academy Workspace > Training Admin > External Courses > Licenses
- Select your subscription by name. The Individual Subscription page opens.
- Use the + symbol to select the users.
- Select Subscribe.
Alternatively, use the Advanced subscription page to allocate licenses to users based on their job and location. This can be a one-time action, or you can create advanced assignment rules to assign licenses automatically.
Assign Licensed Material
In addition to standard training materials, learners can also be assigned licensed coursework. The process for assigning licensed courses is the same as assigning other types of content.
You can streamline license distribution by activating an academy setting that automatically allocates licenses when learners are assigned to a licensed course.
Activate the Feature
Navigation: UKG Learning > Academy Workspace > Settings > Academy > Give Out Licenses Automatically
Important:
At least one set of licenses must be purchased and available in the Academy for this setting to appear.
- Move the toggle to on.
- Select Save.
Set Up Notifications
Navigation: UKG Learning > Academy Workspace > Notifications > Academy > Courses & Learning paths
- Select There are no more licenses for a course.
- Move the slider button to Yes.
- Select There are no more coupons for a course.
- Move the slider button to Yes.
- Select Save.
Customize these notifications to your preferences like you would any other Academy notifications.
Remove a License
To remove the license from a member, use the same steps used to allocate them manually.
Navigation: UKG Learning > Academy Workspace > Training Admin > External Courses > Licenses
- Select the Remove tab.
- Select your subscription by name. The Individual Unsubscribe page opens.
- Use the + symbol to select the users.
- Select Unsubscribe.
Alternatively, use the Advanced unsubscribe page to unsubscribe users based on jobs, locations, units, and above units.
Deactivated Users
- When a user is deactivated, any licenses for purchased courses return to the academy. If the user gets reactivated, the user would need to be re-allocated the license.
- Reactivated users can see old licensing courses under 'Drop out courses'. Unless they are re-allocated a license, they cannot access this course. If they are re-allocated, any previous progress and completions remain as before the deactivation.