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Seats are what turn your purchase into training: assigning a seat enrolls that member in the course immediately. This article covers assigning and revoking seats from the group page, what the member sees, and what to do when you run out.
Where to find it
Open the panel at /org-admin, click Groups in the sidebar, and open your group. Seat assignment happens in the Enrolled Users section of the group page, which also shows a counter of seats remaining out of your total.
Assign seats to a member
- Open the group page.
- In the Enrolled Users list, click the member's row. An Assign Seats window opens listing every course (and event) in the group as a checkbox, with the seats still available for each.
- Tick the items you want to assign and save.
The effect is immediate: for a course seat, the member is enrolled the moment the seat is assigned, and the course appears in their course list the next time they open the site. For an event seat, they are registered as an attendee of that event. Items with no seats left cannot be ticked until you free a seat or buy more.
You can also assign courses at the moment you add someone to the group; the Add User form lets you tick courses right away.
Revoke a seat
- Open the same Assign Seats window for the member.
- Untick the course and save.
Revoking releases the seat back into your pool and withdraws the enrollment that the seat created, so the course also leaves the member's course list. There is one deliberate exception: once a member has completed the course, or has earned a certificate for it, their seat can no longer be reclaimed. That seat is part of their training record and stays spent.
Removing a member from the group releases all of their reclaimable seats at once.
When seats run out
If every seat for a course is taken, assignment is refused with a message that no seats are available. To add more:
- On the group page, find the course in the Group Courses & Events section and click Add Seats.
- Choose how many seats you want.
- One of two things happens:
- If your plan includes a pre-purchased pool of seats that covers the request, the seats are added straight from your plan with no payment.
- Otherwise you are taken through the normal cart and checkout, with volume discounts applied to the top-up just like the original purchase.
Depending on your plan tier, buying extra seats on demand may not be included. In that case you will see a message saying so; free up an unused seat or upgrade your plan.
Add another course to the group
- On the group page, click + Add Course in the Group Courses & Events section.
- Pick a course from the available list and choose a seat count.
- Pay through checkout, or draw from your plan's included pool if it covers the request.
The new course arrives as its own seat pool in the same group. Depending on your plan tier there may be a maximum number of courses per group.
Why did this happen?
Why can't I revoke a seat from someone who finished the course?
A completed course, or an earned certificate, makes the seat part of that learner's permanent training record. Reclaiming it would erase evidence of training they legitimately finished, so the platform refuses. Buy an extra seat for the next person instead.
Why did the course vanish from my member's account after I revoked their seat?
That is the intended effect. The enrollment existed because the seat paid for it, so revoking the seat withdraws the enrollment. If they were mid-course, their access ends; their account itself is untouched.
Why can't I give someone a second seat for the same course?
One person can hold at most one seat per course within a group. The duplicate is blocked even if the group has several seat pools for that course, since a second seat would grant nothing extra and would waste a seat someone else could use.
Why was I not charged when I added seats?
Your plan includes a pool of pre-purchased seats, and it covered the whole request, so the seats were drawn from the plan instead of billed. When the pool does not fully cover a request, the purchase goes through checkout as normal.
Why did it warn me that the member is already enrolled when I assigned a seat?
The member already had their own enrollment in that course (for example, they bought it themselves). Assigning a group seat brings that enrollment under the seat, so if you later revoke the seat, their access to the course goes with it. The warning gives you the chance to leave their personal enrollment alone.
Why does it say my plan does not allow buying more seats?
On-demand seat purchasing is a plan feature. Your current tier includes the seats you already bought but not the ability to top up at will. You can still reassign seats you free up, or upgrade your plan to unlock on-demand purchases.
Related
If a seat or enrollment does not look right, open a ticket from Support in your panel or see Getting help.