Learn about distributing and sharing licenses for your courses.
How Do Courses Work on RapidLMS?
There are basically three steps to delivering your online training:
- Build Course
- License Course
- Distribute Course
When a learner purchases a course through your storefront, they are essentially buying a single license that only they can use.
When a training manager purchases a course, they are typically buying a few licenses which they'll then distribute to individual learners.
Administrators on RapidLMS have the ability to assign licenses to organizations, training managers, and learners and your requirements may vary depending on workflows, but let's dig into what's possible.
Aside from Creating A License, the steps outlined here are the same for your training managers.
Creating A License
If you are working with organizations, multiple training managers or other administrators, or have some fairly detailed reporting required, make sure you review the "Managing Licenses If You Are Using Organizations" step!!
In your RapidLMS account, navigate to "Uploaded Courses" in the Courses section of your account.
Click "License" for the course that you'd like to license.
If your workflow for course distribution is to provide many licenses, you can set up an open license; this will let you manage as many licenses as you need without going through this step repeatedly.
This is useful for internal training or training that doesn't need much tracking.
If you'd only like to provide a few licenses, enter then number of seats and either give the licenses to yourself (default) or select an existing user to give the licenses to them.
This is useful where a client has paid for X courses; you can assign X licenses to that user and they can distribute until all are used up.
Managing Licenses
In your RapidLMS account, navigate to "Licenses" in the Manage section of your account.
If you are working with organizations, multiple training managers or other administrators, or have some fairly detailed reporting required, make sure you review this step!!
Managing Licenses If You Are Using Organizations
When you assign licenses to a user, those licenses belong to that specific user account and won't necessarily be shared with the organization for reporting or other users to manage.
Click the "Distribute" button for the course you're licensing; if you have multiple sets of licenses created, click the down arrow to view groups of licenses, then Action > "Distribute" for a specific set of licenses.
Using the Ownership tab, update the owner from yourself to the appropriate organization.
This step will share license information and management permissions with your organization and is one of the best ways to allow training managers to distribute and manage licenses, as they will be able to access the licenses shared with their organization(s).
Training managers are also able to adjust the ownership of licenses they purchase on their account.
Distributing Licenses
In your RapidLMS account, navigate to "Licenses" in the Manage section of your account.
If there are available licenses to distribute, you may either choose to directly invite learners, create an enrolment key, or take your own course.
Course Invitations
Using the Course Invitations tab, enter the email address or phone number of the learner who will be taking the course.
If a learner exists in your organization(s), you will be able to select their account.
You may also click the 
button to view a list of existing learners and assign licenses.
The learner will be sent an email to accept the training and a banner with the course invite will appear in their RapidLMS account with the option to Accept or Decline.
If a learner is not shared with your organization(s), you will enter first and last name.
The new user will be sent an email with an activation code that can be entered in the Sign Up section of your storefront or they will be prompted by following the links in the email.
Once the account is set up, a banner with the course invite will appear in their RapidLMS account with the option to Accept or Decline.
Once an invite is sent, to a new or existing user, you will see a status with sent, received, opened, and accepted.
You can use the action button to revoke a license before it is accepted - this will return the license to you for later distribution.
You may also resend invite emails or additional licenses via the action button.
Course Invites are great for handling a few licenses with administrator input required for each user.
Enrolment Keys
In your RapidLMS account, navigate to "Licenses" in the Manage section of your account.
Using the Enrolment Keys tab, you can "Create an enrolment key" which will auto-generate a alpha-numeric code with no expiry for all available licenses.
Use Edit to adjust the key, set a specific number of uses, and an expiry date.
You can provide this key to learners or training managers and they can enter it into their RapidLMS account to accept the license.
Enrolment Keys are great for handling several licenses with less administrator input required.
Usage
In the Usage tab, you can see basic activity and progress details for users.
Take My Course
If you to complete the course yourself, or you just want to see how it functions exactly as a learner sees it, you can click "Take My Course" at the top of the page.
This will use one license.
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