LMS365 subscription: activate, manage, and set up subscription-related notifications

Introduction

Before you start working with LMS365, you need to activate your subscription.

In this guide, we cover how you activate and manage your LMS365 subscription.

 

Subscription key activation

When LMS365 is installed, you will be directed to the Organization Information page to enter the required information and activate the relevant subscription type.

LMS365 will use the information about your organization if a need arises to contact your organization with information about your LMS365 subscription.

1. On the Organization Information page, enter the required information:

Organization - enter the name of your organization.

First Name, Last Name, Telephone, and Email - Enter the data of the person in charge of LMS365 in your organization.

2. Select the checkbox to agree to the LMS365 Subscription Terms & Conditions. If you don't select the checkbox, the Activate LMS365 button will remain disabled and you won't be able to proceed.

3. Under Select Subscription Type, select Use an LMS365 subscription activation key

4. In the field below, enter a valid activation key.

5. Select Activate LMS365.

 

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When LMS365 is activated, you will be redirected to the Course Catalog Management page where you can get started by creating your first course catalog. The course catalog is the place where you will create courses and training plans and make them available to your organization.

 

Freemium subscription plan activation 

When LMS365 is installed, you will be directed to the Organization Information page to enter the required information and activate the relevant subscription type.

LMS365 will use the information about your organization if a need arises to contact your organization with information about your LMS365 subscription. 

To activate a Freemium subscription plan, follow the steps below:

1. On the Organization Information page, enter the required information:

Organization - enter your organization title.

First Name, Last Name, Telephone, and Email - Enter the data of the person in charge of LMS365 in your organization.

2. Select the checkbox to agree to the LMS365 Subscription Terms & Conditions. If you don't select the checkbox, the Activate LMS365 button will remain disabled and you won't be able to proceed.

3. Select the subscription type you are planning to activate. In this case, the Use an LMS365 Freemium subscription plan with usage limitations.

4. Select Activate LMS365.

 

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When LMS365 is activated, you will be redirected to the Course Catalog Management page where you can get started by creating your first course catalog. The course catalog is the place where you will create courses and training plans and make them available to your organization.

 

The Subscription Information page

Whether you can access and manage the subscription information depend on your permissions:

  • Course catalog administrators can view the subscription information on the course catalog level in the LMS365 Admin Center > Catalog Settings > Subscription Information (read-only permissions).

On the Subscription Information page, you find details on the subscription in the following sections:

  • Subscription Plan.
  • Organization Information.
  • User Administration.
  • Notifications. This section is only available from the Global Settings.

The available information about the subscription will differ slightly whether you view it from Global Settings or the course catalog settings of the LMS365 Admin Center. 

 

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Subscription Plan

Under the Subscription Plan section, you find the following details:

Start Date - The start date of your subscription plan.

End Date - The end date of your subscription plan.

Services - The services that are included in your subscription plan are checked with a green checkmark. The services that aren't included in your current subscription plan are marked with a gray cross.

Users - Shows the current number of learners and the maximum number of learners:

  • Current amount - Shows the current number of learners that uses the LMS365 subscription.
  • Max available amount - Shows the maximum number of learners that are allowed by your plan. If the maximum number of learners has been exceeded, it's possible to unenroll users from all courses and training plans to meet the plan limitations. 

IMPORTANT   

  • Only learners that are enrolled in a course, not, for example, admins are counted in the number of users.
  • Learners that are deleted or disabled in AAD aren't counted in the current number of users.
  • When the maximum number of learners has been reached or a subscription has expired, you have a period of 14 days to handle the subscription issue. During this period, the system will keep working, but a warning will be displayed in the LMS365 Admin Center
  • Learners will be able to use LMS365 during the 14 days. After 14 days (if the subscription issue hasn't been handled), learners won't be able to access the LMS365 solution and will get an error message when trying.

Organization Information

Under the Organization Information section, you find the general information on your organization: 

Organization - The name of your organization, which was entered during the subscription activation.

First Name, Last Name, Telephone, and Email - The data of the person in charge of LMS365 in your organization, that was entered during the subscription activation.

If the subscription activation key is marked green, it means the subscription is activated.

 

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User Administration

The actions available in the Administration section differ, depending on whether the Subscription Information page is accessed from the Global Settings or the Catalog Settings on the course catalog level.

From the Global Settings, under the User Administration tab, Microsoft 365 global administrators and LMS administrators can:

  • Unenroll learners from all courses and training plans, thus managing the number of learners who are using the LMS365 subscription.
  • Run an Excel User Report to see all learners in LMS365, what courses and training plans they are enrolled in, and whether they are self-enrolled or enrolled via an Azure Active Directory (AAD) Group.

From the Course Catalog settings on the course catalog level, under the Administration section, it's possible to Run an Excel User Report to see all current learners in LMS365, what courses and training plans they are enrolled in, and whether they are self-enrolled or enrolled via an AAD group.

An LMS365 subscription is automatically assigned to learners enrolled in a course. This means that all learners that are enrolled in a course will count as subscribed users.

After you have activated the LMS365 subscription, you can unenroll learners from all courses and training plans to lower the number of learners that are using your LMS365 subscription. You can also create a report with a list of all currently counted learners in the subscription.

To unenroll learners from all courses and training plans in LMS365:

1. Navigate to the LMS365 Admin Center > Global Settings > Subscription Information.

2. Select the User Administration section. Enter the names of the learners you would like to unenroll from all courses and training plans in LMS365.

If you reach the maximum number of emails in the field, the last exceeding number of addresses will be automatically removed by the system from the field, and you'll be notified of this with a message under the field. 

 

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NOTE   

Learners that are enrolled in courses or training plans through AAD groups need to be removed from these AAD groups to be unenrolled from all courses and training plans.

If you try to unenroll these learners in the User Administration section before you have removed them from the relevant AAD groups, you are notified that the Unenrolling Learners action can't be carried out. Select the details link in the notification to see which AAD groups the learners are enrolled through.

 

3. Select Unenroll. The selected learners will be unenrolled from all courses and training plans they were enrolled in. This action can't be undone. 

 

IMPORTANT   

Learning progress statistics for unenrolled learners are found in the general reports, on the course catalog level, and the course level, from the learning items reports. 

When learners are unenrolled from courses and training plans, admins will not be able to view information on these learners' details and progress for quiz attempts, content packages, and learning modules. If this information is needed, these learners must, again, be added to the relevant course catalog and enrolled in the relevant training. 

 

To create a report on the learners of LMS365:

1. Navigate to Global Settings > Subscription Information (for Microsoft 365 global administrators and LMS administrators) or LMS365 Admin Center > Catalog Settings > Subscription Information (for course catalog administrators).

2. Select the User Administration tab.

3. Select Create a report.

The report will be downloaded to your device in an Excel file.

 

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Notifications

Subscription-related notifications are managed in the Notifications tab which is only available from the Global Settings > Subscription Information.

Under the Notifications tab, you can set up notifications for admins to be alerted in case the subscription is expiring or in case the number of learners exceeds the limits of your subscription.

To do this, follow the steps below:

1, Navigate to Global Settings > Subscription Information > select the Notifications tab.

2. Enable Send e-mail notification by dragging the On toggle.

3. Complete the relevant fields to define when the system sends email notifications:

  • Specify the percentage of the maximum number of learners that will be reached to trigger the notification. You can specify several numerals separated by a comma. By default, 50% and 99 % are set.
  • Specify the number of days, before the subscription expires, when the notification is sent. You can specify several numbers of days separated by a comma. By default, 30, 14, 7, and 1 days are set.
  • Specify the number of days, after the subscription has expired, when the notification is sent. You can specify several numbers of days separated by a comma. By default, 0, 5, and 10 days are set.

4. In the To field, enter the users who will receive the notification. If you exceed the maximum allowed number of email addresses in this field, a message will be displayed and the email addresses that have caused the maximum number to be exceeded will be removed from this field. 

5. Select Save.

 

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The email notifications are generated automatically and contain the following general information, where applicable: The reason for why the subscription expires or has expired, further actions required, the tenant domain, the subscription activation key, current number of learners, maximum number of learners, expiry date.

 

Subscription to the LMS365 mobile app

When your organization uses LMS365 with one of the subscription plans, including Freemium, one of the included LMS365 platform features is the LMS365 mobile app for iOS and Android.

This means there is no separate subscription required for the LMS365 mobile app. Internal and external learners can download the LMS365 mobile app for iOS and Android from either Apple's App Store or Google Play and log in to their account to access their training portal from their mobile devices.

However, you must ensure that your LMS365 subscription is valid for your learners to be able to access the LMS365 mobile app. If the subscription is expired, users will not have access to the LMS365 mobile app, and when trying to log in, they will see an error informing them that the Subscription is not valid.

When activating the LMS365 subscription, you can include the Offline Player option to provide learners with the possibility to download courses on the mobile app.

 

IMPORTANT   

The Offline Player option is purchased additionally. If the activated subscription doesn't have this option, users will not be able to download courses and take them offline. 

 

 

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