This article is for certification brands.
Licenses are a way to permit other people to use your content and run licensed events. A license is an agreement between your brand and a trainer. Workshop Butler helps keep an eye on existing licenses and controls their validity.
How licenses work
When you decide to add a new trainer, you need to give them a license. The license contains several attributes, including fee, start and end dates. Each license also belongs to a license type. The platform uses the dates to control the activity of the trainer. The trainer is inactive if their license hasn’t started yet, or already expired.
If the trainer is not active, then:
- They cannot add licensed events. However, they still can log into their account, and work with past events.
- Their profile is not visible on the list of licensed trainers.
- The future events they created before, are not visible on the list of upcoming licensed events.
When a license is about to expire, a licensee gets a series of emails from the platform asking about the renewal of the license. The content of these emails is configurable, and they contain the link to a renewal form.
When a licensee opens the form, they have two options: either accept or reject the renewal. If they agree, the platform asks them to accept the license and confirm some information like billing address. If they decline, then they need to provide a reason why they are doing so.
In any case, you get a notification to your brand’s email address about the decision made. You can also see the statuses of expiring licenses on the Dashboard.
Brand coordinators can also renew each license by themselves, however, it's not recommended.
If a licensee doesn't renew a license in time and it expires, all future events are automatically cancelled by the system so that trainers cannot manage them. For such events, the cancellation reason will be specified:
You can reactivate these events anytime from the event page.
If you don't want events to be cancelled after the license expiration, you can deactivate this option in your Account Settings -> Settings tab -> Cancel events on license expiration:
The licenses are usually independent from each other. However, it possible to create a main license and an add-on to it, which will expand the main license and will be active only when the main license is active.