LMS365 licenses: activate, manage, and set up alerts

Introduction

Before you start working with LMS365, you need to activate the license.

In this guide, we will cover how you activate and manage LMS365 licenses.

 

License key activation

When LMS365 is installed, you will be directed to the Organization Information page to fill out the required information and activate the relevant license type. LMS365 will use the information about your organization if a need arises to contact your organization with information about your LMS365 license.

On the Organization Information page, fill out 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 License Terms & Conditions. If you don't select the checkbox, the Activate LMS365 button will remain disabled and you will not be able to proceed.

3) Under Select License Type, select Use an LMS365 subscription license key

4) In field below, enter a valid license key.

5) Select Activate LMS365.

 

 

When LMS365 is activated, you will be redirected to the Course Catalog Management 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 fill out the required information and activate the relevant license type. LMS365 will use the information about your organization if a need arises to contact your organization with information about your LMS365 license. 

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

On the Organization Information page, fill out 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 License Terms & Conditions. If you don't select the checkbox, the Activate LMS365 button will remain disabled and you will not be able to proceed.

3) Select the license 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 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 License Information page

Management and access to the complete license information depends on your permissions:

  • Microsoft 365 global administrators and LMS administrators can view and manage the license information from:

a) Global Settings > License Information. 

b) LMS365 Admin Center > Catalog Settings > License Information on the course catalog level.

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

On the License Information panel, you will find details on the license in the relevant tabs:

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

The available information about the license will differ slightly whether you view it from Global Settings or the LMS365 Admin Center. 

 

 

Subscription Plan

Under the Subscription Plan tab, you will find the following details:

Start Date - The start date of your subscription plan is stated.
End Date - The end date of your subscription plan is stated.

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

Users - Contains information on the current number of users and the maximum number of users:

  • Current amount - Shows the current number of learners counted from all courses and training plans in the LMS365 subscription.
  • Max available amount - Shows the maximum number of users set by your plan. If maximum number of users has been exceeded, it is possible to delete users to meet the plan limitations. 

IMPORTANT   

  • Users that are deleted or disabled in Azure Active Directory are not counted in current number of users.
  • When the maximum number of users has been reached or a license has expired, you have a period of 14 days to handle the license issue. During this period, the system will keep working, only a warning will appear in the LMS365 Admin Center.

 

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  • Learners will be able to use LMS365 during the 14 days period. After the 14 days period (if license issues have not been handled), leaners will see the below message when trying to access LMS365.

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Organization Information

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

Organization - Your organization title, that was entered during the license activation.

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

If the license key is marked green, it means the license is activated.

 

 

User Administration

The actions available in the Administration tab differ for the Global Settings and for 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 users from all courses and training plans, thus managing which users that will be licensed.
  • 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 AD Group.

From the Administration tab on the course catalog level, it's only possible to 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 AD Group.

 

An LMS365 license is automatically assigned to learners enrolled in courses. This means that all users that are enrolled in a course will count as a licensed user. After you have activated the LMS365 license, you can unenroll users from all courses and training plans to lower the number of needed LMS365 licenses. You can also create a report with a list of all users that are counted in the license.

 

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

1) Go the LMS365 Admin Center > Global Settings > License Information.

2) Select the User Administration tab. In the field, enter the name(s) of the learner(s) you would like to unenroll from all courses and training plans in LMS365.

 

 

NOTE   

The learners enrolled through the Active Directory Security Groups need to be removed from the AD Group to be unenrolled from all courses and training plans. If you try to unenroll these learners in the User Administration tab, you will see the notification in the Notification center, that the Unenrolling Learners action cannot be carried out. To see the details of enrollment via AD Groups, select the Details link in the notification.

 

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3) Select Unenroll. The selected learners will be unenrolled from all the courses and training plans they were enrolled in.

The unenrollment action can't be undone. In the Notification center of the LMS365 Admin Center, you will see the notifications on the process of unenrolling of the selected learners, and afterwards, the notification on the successful unenrollment of the selected learners.

IMPORTANT   

The learning progress statistics on the unenrolled learners can be tracked in the general reports on the course catalog level and on the course level, from the learning items reports. 

When learners have been unenrolled from courses and training plans, admins will not be able to View Learner's Details or Progress information of these learners on the quiz attempts, content packages, and learning modules. If this information is required, the unenrolled learner must be re-enrolled in the relevant training. See this guide on how to add an unenrolled learner that to a course, training plan, or a course catalog.

 

 

To create a user license report:

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

 

 

Notifications

The Notifications tab is only available from the Global Settings.

Under the Notifications tab, you can set up notifications to alert on expiring license and exceeding number of users.

You can set up email notification to alert selected users when a set percentage of maximum number of licensed users is reached, before and after the license expires. To do this, please follow the steps below:

1) Navigate to Global Settings > License Information >  select the Notifications tab.

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

3) Fill in the relevant fields to define when you would like the system to send email notifications:

  • Specify the percentage of maximum number of users 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 license expires in which the notification will be sent. You can specify several numbers of days separated by a comma. By default, 30, 14, 7, 1 days are set.
  • Specify the number of days after the license has expired that the notification will be sent. You can specify several numbers of days separated by a comma. By default, 0, 5, 10 days are set.

4) In the To field, enter the user(s) who will receive the notification.

5) Select Save.

 

 

NOTE   

The email notifications are generated automatically with regard to the information specified in the Notifications section.

The email notifications contain the following general information, where applicable: The reason the license expires, further actions required, the tenant domain, the license key, current number of users, maximum number of users, expiry date:

  • The license is approaching the maximum number of user.

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  • The license is due for renewal.

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License in 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 license 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 take access their training portal from their mobile device.

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

 

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When activating the LMS365 license, you can include the Offline Player option to provide learners with the possibility to download courses on the mobile app that include at least one content package or quiz for offline availability.

IMPORTANT   

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

 

 

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