The e-Learning Licence Allocation feature allows Manager level users to control how e-Learning licences are distributed across Site Locations or Departments.
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The feature can be enabled on demand for an organisation. Once enabled, the Manager can choose to allocate e-Learning licences based on either site location or department.
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From the main menu, go to:
​Shop - Licence Information
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You will see the Select Allocation option.
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Click Select Allocation to start the setup.
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You will see three options:
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Select Keep as it is if you want e-Learning licences to continue to be shared across the organisation.
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With this option, users across the organisation can use any available e-Learning licence.
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Select By Site Location if you want to distribute e-Learning licences between the different site locations within your organisation.
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Select By Department if you want to distribute e-Learning licences between the departments within your organisation.

Important: The allocation method cannot be changed after the setup has been completed. Please select the required option carefully.
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After selecting By Site Location or By Department, the relevant sites or departments will be available for each e-Learning licence.
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Click Manage to view the list of sites or departments along with the number of:
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Enter the number of e-Learning licences you want to allocate to each site or department.
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The total number of allocated licences should be within the remaining/unallocated e-Learning licences available for the organisation.

Review the allocation and complete the setup by clicking on "Save Allocation"
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Once completed, the e-Learning licences will be managed according to the selected allocation method.
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The licence allocation amounts can be updated later if the organisation needs to redistribute its available licences.
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However, the allocation method itself cannot be changed.

For example, if the organisation is set up for By Site Location, it cannot later be changed to By Department.

Once licence allocation has been set up, users can only use e-Learning licences allocated to their own site location or department, depending on the allocation method selected.
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For example, if a department has been allocated 20 e-Learning licences and all 20 licences are already in use, another user from that department will not be able to use an additional e-Learning licence.
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The user will be informed that no licence is currently available and should contact their administrator.
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Licences allocated to another site or department cannot be used.

Any existing e-Learning licence usage is taken into account when the allocation setup is completed.

The system will associate the existing usage with the relevant site location or department, based on the allocation method selected.
This means existing licence usage is not ignored when the organisation moves to the new allocation setup.
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After the initial setup, the Manager can return to the licence allocation area and update the number of licences allocated to individual sites or departments.
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For example, if a site needs fewer licences and another site needs more, the Manager can redistribute the available licences accordingly.
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The allocation method cannot be changed after the initial setup.
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e-Learning Licence Allocation allows a Manager to distribute the organisation's e-Learning licences between different site locations or departments.

The feature is available to Level 7 Manager users when it has been enabled for the organisation.

Yes. The feature can be enabled on demand for an organisation.

Until the allocation setup is completed, e-Learning licences continue to be shared across the organisation as they currently work.

Go to Licence Information and click Select Allocation.

There are three options:

Keep as it is – e-Learning licences remain shared across the organisation.
By Site Location – e-Learning licences are allocated to individual site locations.
By Department – e-Learning licences are allocated to individual departments.

No. Once the allocation method has been set up, it cannot be changed. For example, if you select By Site Location, you cannot later change the organisation to By Department.

Yes. The Manager can update the number of e-Learning licences allocated to individual sites or departments after the initial setup.

When you click Manage, you can see the relevant site locations or departments along with:

Purchased licences
Used licences
Remaining / Unallocated licences

No. The number of licences allocated must be within the organisation's available remaining/unallocated e-Learning licences.

Users from that site or department will not be able to use another e-Learning licence when no licence is available. They will be advised to contact their administrator.

No. Once allocation is set up, users can only use the e-Learning licences allocated to their own site location or department.

Existing e-Learning licence usage is taken into account when the allocation is set up. The system will count the existing usage against the relevant site or department.

e-Learning licences will continue to be shared across the organisation. No site or department-specific allocation will be applied.

No. This feature applies to e-Learning licences. Other licence types that are already available without allocation are not affected.