Licenses

What a license unlocks, how members get one and what happens when a contract ends.

A license contract can cap how many members hold a license. Members without one keep access to course reading and the learning activities that do not require a license. The cap or license expiry does not by itself remove membership or course access.

What a license unlocks

Needs a license	Open to every member
Uploading videos, documents and exams	Reading materials and courses
AI assistant, Repeater and dashboard chat	Answering quizzes
Generating quizzes, flashcards, infographics, exams and translations	Flashcard reviews and manual flashcards
Starting and playing scenarios	Notes, forum, calendar and progress
Creating, editing and chatting with VIO	Renaming, deleting and exporting your own content

Managing the organization (members, groups, licenses, settings, dashboards) never needs a license.

Learners who arrive from an LMS through SCORM or LTI are members like any other: they need a license only for the features on the left.

A person who belongs to several organizations works in one at a time, chosen at the top of the sidebar. Only a license from that organization unlocks these features, and only that organization's credits pay for them. A license or credits from another of their organizations are never used. A learner arriving from an LMS through SCORM or LTI works, for that session, in the organization that connected the LMS. Their choice in SceneSnap does not change.

How members get a license

On first use, by default. A member is assigned an available license the first time they use a licensed feature, while licenses remain available. Reading materials, answering quizzes and reviewing flashcards do not take one. Using Repeater or playing a scenario does.
From an admin. In Admin → People, select members and choose Assign license or Remove license. A license goes to someone who has joined: an invitation still pending cannot hold one.

To assign only by hand, turn off Assign automatically on first use in Admin → Settings → Licenses.

A removed license comes back only from an admin, never from the next use. A deactivated member gives their license back. If they previously held one, reactivation does not assign it again: an admin must do that.

When there are more licenses in use than purchased

After a smaller renewal, for example. Nobody loses their license, but no new one can be assigned until an admin removes some.

When the contract starts and ends

Phase	What works
Before the start date	Everything, for every member. Admins can already assign licenses.
Active	Licensed features for members with a license
Grace period after the end date, 90 days unless agreed otherwise	Licensed features continue for members with a license. Assignment rules and the license cap still apply.
Expired	Nobody uses licensed features. Courses, materials and progress stay open.

Licenses stay assigned through expiry, so a renewal gives the same people their access back at once.

The license cap is separate from course permissions, organization feature availability and AI credits. Holding a license does not grant editor access or enable a feature your organization has not purchased. Actions that consume credits still need a sufficient balance.

Organizations without a license contract are not subject to this license cap. Their permissions, feature availability and credit requirements still apply.

If an action is unavailable

Message or situation	What to do
You do not have a license	Ask an admin to assign one in Admin → People, or check whether automatic assignment is enabled and licenses remain available.
Your organization's license has expired	Contact your admin about renewal. Reading and other activities that do not require a license remain available.
No free licenses	An admin can remove unused assignments or contact SceneSnap about capacity.
A setting is managed by SceneSnap	Contact SceneSnap to change it. The control is read only in the app.