This article describes the functionalities, configurations, and best practices associated with managing licenses, assigning permissions, and optimizing user access within the platform. Whether you are an Organization Admin, License Manager, or Hiring Manager, understanding the intricacies of license management is key to enhancing the learning experience for users and maximizing the platform's capabilities.

Overview of License Management:

License management on the Immersive Labs platform is essential for ensuring users' access to relevant content, assigning permissions based on roles, and optimizing the learning journey. From manual license assignments to auto-assign configurations and team subscriptions, the License Manager feature offers a robust set of tools to streamline license allocation and enhance user engagement.

Utilizing the License Manager:

Manual License Assignments:
- Users with the License Manager role can manually assign licenses to individual users, ensuring precise allocation based on user needs and roles.
- Access the License Manager through the platform’s navigation menu and manage licenses, users, and teams efficiently.
Auto-Assign Configuration via Global License Manager:
- Configure licenses for auto-assignment in the Global License Manager to automate the allocation of licenses to new users upon registration.
- Ensure seamless access to the platform's resources by setting up auto-assign configurations for specific licenses or license pools.
Team Subscriptions for Efficient License Allocation:
- Subscribe licenses to teams within the platform to automatically allocate licenses to team members based on team configurations.
- Optimize team productivity, streamline user onboarding, and simplify license management through Team Subscriptions.

Manual Assignment

Users assigned the License Manager platform role can find License Manager by selecting Manage in the main navigation menu and Manage Licenses.

Users assigned the License Manager role can also manage all users in their organization via Manage > Manage Teams and Manage > Manage Users. This is because License Managers need to be able to see all Teams and Users in their organization to navigate the organization’s structure and add or remove licenses from users. Therefore, granting the License Manager role to a user gives them all user management permissions: Manage licenses + Manage users + Manage teams.

Once in License Manager, the user will be shown a list of Active Licenses. These are licenses whose expiry date is in the future, or grace licenses that are in effect. Customers should have a short list of licenses in this view, but may have overlapping licenses if extensions don't co-terminate with initial licenses, or if the org is in the process of renewal. Additionally, if the customer has custom lab bundles then they may have repeated rows in this license table.

The list of licenses that customers see is defined by the organization's configuration in Global License Manager. The License Name is controlled by the Product chosen when creating a customer license in Global License Manager, which is in turn defined either by a specific licensed product (e.g. Workforce Exercising).

Not all licenses will have values for all columns in this table. Seat-based licenses will have values in the Used and Available columns whereas usage-based licenses will have N/A shown in these columns because they're whole-org licenses which are consumed differently.

Clicking into each License will show the License Manager which of the users in their organization have been allocated a seat from that License. From this screen the License Manager can click the Add users button to assign seats from that license to users in their organization, or they can use the list of checkboxes next to each user's row to select users to remove a license seat from.

Users who have been unlicensed will still be able to login to the platform, they just won't be able to view the content for the licenses they've been removed from. Additionally, they won't appear in Manage > Users or under any teams in Manage > Teams. These users will need to be re-licensed in order to become manageable under those interfaces.

Auto-assign configured using Global License Manager

Customers who don't want to assign licenses manually, or who have access to whole-organization products like Workforce, can request a particular license, or set of licenses, to be automatically assigned to new users. This is configured via Global License Manager. To configure licenses to auto-assign, click the name of an Organization in Global License Manager. In the resulting popup, find the relevant licenses for auto-assignment, check the checkbox(es) next to the license(s) required, and click Save at the bottom of the modal.

This configuration will ensure any new user who arrives on the platform via registration, SSO, or SCIM will be provided with a license seat drawn from all the licenses set to Auto-assign, provided seats are available.

Team Subscriptions

If a customer manages their users via Teams, Licenses can be allocated when a user is added to that team, whether manually via Manage > Manage Teams, or automatically if a customer's SSO IdP sends us a team name when a user visits us via that SSO system for the first time or via SCIM Group provisioning. This allows for more fine-grained automatic assignment of licenses than the blanket "Auto Assign" method above, as specific teams can draw from specific licenses, e.g. an Engineering team can draw from an AppSec license, whereas a Security team can draw from a CyberPro License.

Team Subscriptions are the preferred method for managing licenses. Subscribing a license to a team allows for automatic inheritance of that license by the correct parts of an organization, keeps a user’s license mix correct as they are moved around the organization, and simplifies the process of bulk licensing actions.

When a Team is Subscribed to a license, that license will be applied to all existing members of that team, and any new team members who join in the future.

When a Team is moved from one place in a hierarchy to another, the Licenses will be brought into line with its new location, so any users in those Teams will be re-licensed according to where the Team ends up. This may result in users becoming unlicensed, if the Team’s new location doesn’t inherit any Licenses.

Team Subscriptions in the Platform

Team Subscriptions can be configured as part of Team configuration in Platform Settings > Teams. When an Organization Manager creates a team, they will be prompted to choose the licenses they want to subscribe to that team.

Once a team is created, the Manager will see a Licenses tab in the Team view.

This tab shows licenses subscribed to this specific team, as well as any licenses inherited from teams above this team in the Team Hierarchy. If the team inherits org-wide licenses, these will be shown as “Inherited from” the Organization Name.

The Manager can apply additional licenses from this tab, and those licenses will be applied to all current and future members of the team, and of its descendants.

When Assigning seat-based licenses to a Team, the Manager can only be able to Assign that license if there are at least enough seats left on the license to cover those currently in the team who do not currently have that license. If a Team member has that license via another route, they are not included in the Required Seats count.

What does an unlicensed user see?

If a user with an account logs in and does not have a license, for example, if:
There are no licenses configured for auto-assignment, or there are licenses configured for auto-assignment, but there are no seats left to allocate (for seat-limited licenses)
There are no licenses subscribed to their team, or there are licenses subscribed to their team, but there are no seats left to allocate (for seat-limited licenses)
They have had their license manually removed

From the Dashboard view they will see a message that they are not licensed to view this content.

The user can obtain a license through any of the means indicated above, assuming the organization has license seats available to assign.

When unlicensed for content licenses, users will be able to perform actions that reflect their platform permissions, so an Organization Admin will be able to see Reports and Manage Users and Teams, a License Manager will be able to Manage Users and Teams, and assign licenses (including to themselves), and a Hiring Manager will be able to create Jobs (though not create any Custom Assessments as the available catalog for Custom Assessments is drawn from the Hiring Manager's content license).

To stop a user being able to login to the platform, use Manage > Manage Users, find the user, open their Settings tab, and click Revoke Access, or ask Support to remove the user(s)