This article is for certification brands.

Licenses are a way to permit other people and companies to use your content and run licensed events. A license is an agreement between your brand and a trainer or a company that employs trainers. Workshop Butler helps keep an eye on existing licenses and controls their validity.

How licenses work

When you 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.

You can also give a license to a training company allowing several of their trainers to conduct licensed events. Company licenses work the same way as licenses for trainers except for the fact that you as a brand coordinator are dealing with a company, which, in turn, manages trainers.

License renewal

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.

License expiration

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:

A trainer can reactivate events from the event page if their license is renewed.

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:

License Add-ons

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.

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