Overview

Subscription Management allows you to view and manage license subscriptions for your institution, including assigning licenses to students and monitoring license usage.

When assigning University Pay licenses, the number of licenses required may sometimes exceed the quantity currently available in your subscription. In this situation, you can purchase the additional licenses needed as part of the license assignment process.

Before completing the purchase, you can review the number of additional licenses required and the associated cost. By proceeding, you agree to purchase the additional licenses, which will be billed separately by Exxat. Once confirmed, the additional licenses are added immediately so you can continue assigning licenses without interruption.

A confirmation email with the purchase and order details is sent after the additional licenses are purchased.

Key Terms

• Resource Pool: Aggregate licenses available for allocation in a subscription term.
• Association: Assigning a license from the resource pool to a new or existing user for first-time access.
• Renewal: Extending an expiring license’s validity by associating new license(s) to the user.

Configuration

• Subscription rules are configured by the Exxat Support Team. 
• You can define license parameters including:
  • License type (For example: PRISM, APPROVE, CPT Code)
  • User persona (Student, Faculty, Administrators)
  • Price per license per term
  • Contract reference (Master Agreement Number)
  • Level of license pool (Tenant-wide or Program-specific)
  • Payment model (User pays or School pays)
  • Term period (validity window for license association)
  • Validity duration (length license remains active post-utilization)
  • Total number of licenses in contract
  • Activation status (active/inactive)

Resource Pool Management

Administrators can view the license pool summary per subscription.

• Contractual limit: Total licenses available (contractual limit).
• Unused license: Number of licenses not associated to user. 
• Used license: Number of licenses assigned and actively utilized.
• Expired license: Number of licenses assigned but validity is expired.
• Lapsed: Number of licenses currently assigned with users but not yet utilized

Assign License

• You can assign license to individual students or you can assign license in Bulk.
• Invitation links to students are sent only after assigning at least one valid license.
• Invitation links expire at the term end date; administrators must resend new links if the license is expired.

License Allocation Rules

• Only licenses from the current term period can be associated.
• One license per resource category can be assigned per user.
• Disassociation of unused licenses is allowed and updates pool metrics.
• Mock users can be created for training/testing but do not affect license counts.

Renew  Licenses

• Renew licenses approaching expiry using available licenses from the current term pool.
• Upon renewal, license validity extends by the configured duration.

Notifications and Alerts

• Notifications appear for licenses expiring within 30 days.
• Expiring licenses can be renewed to extend validity based on configured duration.
• Alerts notify administrators about nearing contract limits or violations.

License Utilization and Payment Process

Utilization Scenarios

• University Pay Licenses: Utilization is triggered immediately once the user activates their account.
• User Pay Licenses: Utilization occurs only after the user completes payment for the license.

Payment Prompts

• Upon login, users with User Pay licenses receive payment prompts but may skip and access limited features.
• Payment prompts reappear when users try to access restricted features tied to a User Pay license.

Feature Access Controls

• Paid features blocked until payment completion.
• Compliance with payment statuses is strictly enforced for resource-dependent features.

Contract Compliance and Recovery

Over-Utilization Management

• Exxat Prism notifies you when the number of licenses required exceeds the available licenses in your subscription.

• For eligible University Pay licenses, you can purchase the additional licenses needed during the license assignment process. 

• The additional licenses are billed separately from your existing contracted quantity.

Under-Utilization Management

• Warnings alert administrators if licenses are under-utilized near term end.
• Contract clauses may enforce minimum usage quantities (MBQ) with associated payment recovery processes.

Accessing the License Pool

To access the license pool summary in Exxat Prism follow these steps.

Steps:

1. Login to Exxat prism using your university credentials. 

2. Go to Program Details and go to Licenses tab. 
   
   

3. Click on Exxat Prism or Exxat Approve to see summary of the licenses for the program. 
   Here you see the following information.

   • Licensee Details such as persona, paid by, price, license tenure with expiry date and validity. 

   • Total license with assigned and available count. 

   • Status of the assigned license - used , unused, expired, lapsed. 
     

4. Click on the View History  or go to the History tab to see the license usage details for the subscription. 
   

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Assigning User License

To assign the license to the users follow these steps.

Steps:

1. Login to Exxat prism using your university credentials and go to Students section
   

2. Go Setup tab and navigate to Student Management and click Manage Licenses.
   

3. Select Student or Students you want to assign license and click Assign License.
   

4. Select the License you want to assign to the selected students and click Next.
   For Approve licenses that are paid by school, contact Exxat prism support to manage the Approve License. 
   

Purchasing Additional University Pay Licenses

If you select more students than the number of available University Pay licenses, you can purchase the additional licenses needed to complete the assignment.

For example, if your subscription includes 100 University Pay licenses and you need to assign licenses to 20 additional students, you can purchase the 20 additional licenses as part of the license assignment process.

1. On the Review and Confirm section, review the additional licenses required and the associated cost.

2. Select Buy License to proceed with purchasing the additional licenses.
   

3. Review the purchase confirmation and to continue with the license assignment, click Buy Licenses. 
   

   (Optional) Click Buy It Later to purchase at another time.

The additional licenses are added to the selected license pool immediately, allowing you to continue assigning licenses without interruption. Exxat will raise a separate invoice for the additional licenses.

You will also receive an email confirming the additional license purchase and its order details.

5. Review the selected license information and click Assign. 
   Click previous to make changes to the selection.
   

The license is successfully assigned to the students. It will take about 10 to 15 minutes for changes to reflect on the license grid. 

End --

Removing a License from a Student

Administrators can remove a license from a student's account if the license has not already been used.

To remove a license from a student:

1. Log in to Exxat Prism using your university credentials and go to the Students section.
2. Select the Setup tab.
3. Under Student Management, select Manage Licenses.
4. Locate the student whose license you want to remove.
5. In the Action column, select the Delete icon for the student.

6. In the confirmation window, select the license or licenses you want to remove.
   
    

   Note:

   Only licenses that are eligible for removal are displayed. Used and expired licenses cannot be removed and are therefore not listed.

7. Enter the displayed verification number in the Enter displayed number field.
8. Select Proceed to remove the selected license or licenses from the student's account.

Once the license is removed, the license association is updated and the corresponding license-pool metrics are adjusted accordingly.

Best Practices and Guidance

• Only associate licenses for users who will activate and utilize them to avoid unnecessary license consumption.

• Monitor license utilization regularly to avoid contract violations.

• Promptly recharge expiring licenses to maintain uninterrupted access.

• Use bulk operations for efficiency but ensure validation to prevent oversubscription.

• Track mock users separately to keep training activities distinct from billing.

Troubleshooting

Frequently Asked Questions