Seats Management Workspace

Background

In Experiential Learning Cloud, the term “seat” refers to the right to access and use the database as a student user, with the purpose of logging hours, submitting assignments, and completing tasks associated with their program.      

 

How Are Seats Filled? 

Seats are filled by inviting student users to register their account.

• Inviting student users will trigger the sending of a registration email. 
• Once the student registers, their account the seat will be “used”.
• If more students are invited than there are seats available in a program:
  • you can remove students from the program OR purchase more seats.

NOTE: If you invite a higher number of students than the number of seats currently available, a disclaimer indicating that there are not enough seats remaining for all invited students will be displayed on your screen

 

How Can Seats Be Made Available? 

To free up a seat:

• Inactivate a student account by checking the box to the left of the student name and clicking the Drop button located at the bottom of the page.  
• You may also choose to free up seats by transitioning students to the alumni program and role when they graduate from your program.

To re-assign the seat:

• Select a student from the list and click Invite.

NOTE: Dropping a user will not delete its student record from your database.

• Dropping will remove the association with that specific program and inactivate the Student role in their account.
• “Dropped” users will still be able to log into their Experiential Learning Cloud accounts, but they will have read-only access.
  • This will be indicated to them by a green ribbon at the top of their screen when they log into their account.
    

How Can Additional Seats Be Purchased? 

The number of seats available to be allocated depends on the number of seats that have been purchased by your institution.

• If your program needs to purchase additional seats, please reach out to your Account Manager who can walk you through the next steps. 
• If you are unsure who your Account Manager is please create a case by going to the Lumivero Community Home Page.

 

Seat Management Workspace 

You will find the Seats workspace located within the Program Setup|Admin environment, in the lefthand column below Programs. In the Seats workspace, Program Admins will be able to view the Seats Purchased and Seat Assignment tabs. 

Seats Purchased 

To locate the number of purchased seats for a specific program, you can:

1. Search by name
2. Filter your results by:
   • program
   • quantity
   • purchase ID
   • date purchased
   • date expires
   • status (active or inactive.) 

Seat Assignment 

To see how many seats are being used and the number of seats that remain available per program, select the program from the dropdown menu and review the Student seats used progress bar.

A seat is considered “used” when the following conditions are met:  

• The user is active 

• The user’s student role is active 

• The user’s program association is active 

• The user is registered 

NOTE: Purchased seats are cumulative per program within the date range.
   

In the Seat Assignment tab, Program Admins can create student accounts:

1.  Manually (one at a time) by using the Add + button
2. In bulk by using the Import button.

Student accounts created in the Users table will also show up in this space if they have the student role and an association to the program using the seats model. 

 

How to Assign Seats 

1. Go to the Program Setup|Admin environment and then click on the Seats workspace. 

2. Once in the Seats workspace click on the Seat Assignment tab. 

3. Student accounts may have been previously created manually or via import.

• You can also create student accounts once in this space, if needed. 

4. After student accounts have been created, you can select the students you wish to allocate.

• Once students are selected, click on the Invite button at the bottom of the table.
• Students will receive a registration email and once they register their account the seat will be considered “used.”
  
  

 

Related Articles:

Learn more about how you can Transition Students to Alumni in the mass updates workspace.

Visit the following articles for more information: Creating New Users or Importing Users.