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Managing Seat Limits and Expiration for Panorama Accounts

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  2. Use Case Information
  3. Panorama Seat Limits & Expiration Dates
  4. Sublicense Seat Limits & Expiration Dates

Managing seat limits and expiration dates in Panorama ensures you can control both how many learners can access a client’s site and how long that access lasts. These settings help you define the scope of each Panorama agreement—whether it’s a limited trial, a subscription, or a time-bound training engagement.

By setting seat limits, you prevent clients from exceeding the number of learner accounts or codes allocated to them. By setting expiration dates, you establish when access to the Panorama or its sublicenses should end, while also receiving timely reminders to review and take action before those dates arrive.

Use Case Information

A seat is defined as either:

  • An active learner account, or
  • An unredeemed redemption/registration code.

Seat limits are strictly enforced, meaning no additional learners can be added once the limit is reached.

In contrast, the Client Renewal Date functions as a guideline rather than a restriction. When that date passes, learner access is not automatically revoked. Instead, site managers decide how to handle renewals—such as extending the date, revoking access manually, or contacting the client. Email notifications provide advance reminders, but the follow-up process is left to your team’s discretion.

The sublicense functionality is especially useful when you need more granular control within a Panorama. Both seat limits and sublicense expiration dates are strictly enforced. For example, you might use sublicenses to:

  • Segment access for different departments, business units, or regions under one client account.
  • Manage short-term programs (like onboarding or certification cohorts) with their own enforced expiration dates.
  • Create distinct seat pools for partners, resellers, or trial groups without affecting the broader Panorama limits.

Panorama Seat Limits & Expiration Dates

To set overall seat limits and renewal dates for a Panorama:

  1. From your homepage, select Panorama.
  2. Click the name of the Panorama you want to configure.
  3. In the left menu, go to Settings > Primary.
  4. Assign a Seat Limit (strictly enforced; learners cannot be added beyond this number).
  5. Assign a Panorama Renewal Date (not enforced, but tracked for visibility and notifications).
  6. In the Emails to Notify field, add the addresses of people who should be alerted when seats are nearly full or the renewal date is approaching.
  7. Click Save.

PanoramaSeatLimitsExpiration_AdminView.png

Email Notifications

  • Renewal dates: Sent 90, 60, 30, and 0 days before the renewal date.
  • Seat limits: Sent at 80%, 90%, and 100% utilization.

When to Use

  • Limiting the number of seats included in a client contract or subscription.
  • Tracking renewal timelines for annual client agreements.
  • Ensuring account managers are notified before a client’s access period ends.

Sublicense Seat Limits & Expiration Dates

You can also manage seat limits and expiration dates at the sublicense level, which gives you tighter control over subsets of learners. Unlike the Client Renewal Date, sublicense expiration dates are strictly enforced and learners lose access to affected content when the date passes.

Learners will see the expiration date on their dashboard, helping them track how long they have access.

  1. From your homepage, select Panorama.
  2. Click the name of the Panorama you want to configure.
  3. In the left menu, select Sublicenses.
  4. Next to the sublicense you want to edit, click the three dots (⋮) and choose Configure Sublicense.
  5. From the Access tab, set the Seat Limit and Expiration Date.
  6. Click Save.

Warning

Sublicense expiration dates are strictly enforced and will revoke learner access to any content in the expired sublicense that is not free with registration. The learner will still be able to log in with access to the following:

  • Any content that is free with registration in the expired sublicense.
  • Any content that is attached to another sublicense the learner is in.
  • Earned certificates.

Note

Historical reporting will remain intact. Please reach out to your Thought Industries representative for more guidance if you are thinking about implementing sublicense expiration dates.

When to Use

  • Offering time-bound training programs (e.g., a 3-month onboarding track).
  • Managing partner or reseller groups who have limited-duration access.
  • Creating trial experiences where access should automatically expire at a set date.

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