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Managing Subscription & Licenses

This feature is available to users with the Billing or Full administrator role. See Roles

IngenuitiLMS operates on a seat-based subscription model. Your subscription determines how many active learner and administrator accounts can exist simultaneously in your LMS instance.

Subscription Overview & Status

To review your subscription:

  1. From the Management menu, navigate to Billing > Subscription.
  2. Review your current plan status, billing term (Monthly or Annual), current active seat count, and next renewal date.

Adjusting Seat Quantities

As your training needs grow, you can easily increase your organization's licensed seat capacity:

  1. On the Subscription page, click Update Seats (or Change Quantity).
  2. Enter the new desired seat count.
  3. Review the prorated cost adjustment and billing summary.
  4. Click Confirm. Your updated seat capacity is applied immediately, allowing you to add more users right away.

Minimum and Maximum Seat Limits

  • Minimum Seats: You cannot set a seat count lower than your current active non-administrative user count or the platform baseline.
  • Maximum Seats: Active subscribers can increase capacity up to three times their current seat count in a single self-service update.

License Capacity Enforcement

The LMS checks your available seat capacity before allowing actions that introduce new user accounts:

  • Adding a Single User: Blocked if total active users equal the licensed seat limit.
  • Restoring a Deactivated User: Blocked if capacity is full until additional seats are added.
  • Bulk User Import: The preview step validates total rows against remaining seats and warns you if the file would exceed licensed capacity.

To free up license seats without purchasing additional licenses, administrators can deactivate learners in Manage Users.

Pausing, Resuming, or Resubscribing

  • Cancel Subscription: Schedules the subscription to end at the conclusion of the current prepaid billing period. Your LMS remains fully functional throughout the remaining grace period.
  • Resume Subscription: If a subscription was scheduled for cancellation, you can click Resume Subscription at any time before the period ends to keep your plan active.
  • Resubscribe: If a subscription has lapsed, billing administrators can resubscribe with an active payment method to restore account access.