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Sub-portals: license a course

Elizabeth
  • Updated

Summary

Licensing a course from a top-level portal to a sub-portal lets you offer course content and manage enrollments through a sub-portal. Sub-portal admins can set up the course, but can't edit it on the sub-portal.

Sub-portals are available depending on your LearnUpon plan.

Course licensing: share courses with a sub-portal, while controlling access

When you create a license, you publish an existing course from your top-level portal in a sub-portal, while controlling access to the course. A licensed course is not editable in the sub-portal.

For access, you can set:

  • how many people can enroll in the sub-portal with limit on license numbers
  • limited course access based on a date range
  • whether sub-portal managers can enroll learners, or limit enrollment permissions to admins only

You also specify if the sub-portal can sell the course through their eCommerce site, and if the sub-portal can offer the course at a different price from the top-level portal.

You can license courses which use the following modules:

  • text & image, for documents
  • audio
  • video
  • SCORM or Tin Can (aka interactive content)
  • exam or survey

You can't license courses which contain ILT (instructor-led training) modules or Assignment modules.

From the top-level portal's catalog settings, you can optionally copy each course's catalog settings to the licensed course. This option saves you setup time in the sub-portal.

If the top-level portal and the sub-portal have the same categories, then the licensed course also displays the categories from the top-level portal.

See Add courses and learning paths to the catalog for the Copy your catalog settings to sub-portals when licensing option in detail.

Note: Categories are case-sensitive. The category terms and capitalization in the sub-portal must match the top-level portal exactly, for the licensed course to display the category. The licensed course doesn't add new categories to the sub-portal.

Access permissions for enrolling learners in sub-portals

Sub-portal admins can freely create enrollments on a licensed course. 

Sub-portal managers can:

  • freely enroll individual users and groups on non-licensed courses, aka courses created within the sub-portal, and manage those enrollments according to their permissions. See Managers: set permissions to manage groups
  • enroll learners on licensed courses, if the settings for the course license allow. When you create a license, the Manager can enroll learners? option applies to a license for a course

The license permissions doesn’t change other permissions for the sub-portal manager, or any portal-wide permissions.

Create a license from the top-level portal

You can only license published courses. Draft or archived courses aren't available for licensing and won't appear on the Add Licenses page.

  1. From main navigation menu go to Portals & Licenses; from secondary navigation select Licenses.
  2. From the action menu select Add License.
  3. In the Licenses page, select the courses to license and the portals receiving the licensed courses.
  4. Set the License Options, which control how the sub-portal can offer the course:
    • Allowed to re-sell on store? Choose one of Not Allowed, Allowed without price change, Allowed with price change
    • Number of enrollments or Set Unlimited Enrollments: controls how many users can enroll
    • Expires on (calendar picker) or Set License Open Ended: controls how long users can access the course through the sub-portal.
    • Manager can enroll learners? Select if you need sub-portal managers to enroll learners
  5. Save to finish.

Creating the license means the course now appears in Courses in the sub-portal.

The following screenshot shows the default settings for License Options, where you set the conditions of the license to a sub-portal.

license_options_for_courses.png

Sub-portal view of the licensed course

From main navigation go to Courses. The licensed course appears in the course list, with the licensing options listed.

The following screenshot shows a licensed course in a sub-portal, with the licensing options marked.

list_of_courses_in_a_sub-portal_showing_1_original_and_1_licensed_course.png

Select the course to see the course's info.

In the course Info page, the Details panel is read-only. You can access the Catalog options, to add the course to the internal catalog. See Add courses and learning paths to the catalog.

From the secondary navigation: 

  • Content provides a read-only list of modules
  • Enrollments shows individual learners enrolled on the course
  • Groups shows which groups are enrolled on the course

The Actions menu lets you:

  • preview the course
  • create new enrollment

Report on licensed courses

Reports offers a multi-portal report so you can check progress of individual courses, or specific learners, across portals in your realm.

You can also create a report on licensed courses only across your portals. See Reports: overview and setup.

See:

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