Automatic Assignment
Details about the site license auto assignment licensing method on Zephyr
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Details about the site license auto assignment licensing method on Zephyr
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This style of license assignment under a site license organization leaves it entirely up to the system to assign student licenses based on course start and end dates.
Licenses are assigned to a student's account when they accept their invite.
Licenses are removed from a student's account when the course ends.
Because licensing is done automatically when a student accepts an invite, invites can only sent on the start date of a course.
You can still create invites any time before the course start date, they just won't be sent until their scheduled send date. So, in the example below, after we click "Invite," we can expect the course invites to be sent on 6/30/2025 at 2am (Local Time).
Since we know there can be technical issues when registering and installing the simulator, we automatically send a welcome email to students 1 week before their course begins.
This email walks them through registering their account and instructs them to download and install the simulator and ensure it runs before their course begins.
Email Subject: [Zephyr] Welcome Email and Preparations
Email Body:
You can always go to your "Invites" table under Manage > Invites on your Zephyr Dashboard to view their status. Here you can see useful information like Status, Invite Expiration, Role/Course, and if a License Removal Date is set.
The most complicated portion of this system is license calculation. Our system will do everything possible to calculate license availability and prevent any license overuse. At any point in time, you can view your license usage by logging into your institution admin or instructor account and clicking the "View License Usage" button on the "Site License Usage" card.
You will be presented with a large calendar view.
We divide license usage data between projected and historical usage.
Historical Usage is a record of license usage from any previous day. This will show a breakdown of license usage on the specific day.
Projected Usage is an anticipated estimate of license usage on the specific day given (a) any existing invitations and (b) any active licenses during that day.
In essence, anything in the future will be projected and anything in the past will be historical.
Navigate through months/years by clicking the chevron arrow icons in the top right portion of the calendar view.
Click on a day to bring out the details sidebar on the right and view specific license usage on that day.
With a day selected, if there are any courses, invites, and license usage projected on the day, it will populate the sidebar with total license usage at the top and a breakdown of student license usage per course on the given day.
Each student entry will either have an "email" icon or a green "checkmark" icon. An email icon indicates that an invite is sent or will be sent, but it has not been accepted. A green checkmark indicates that the student is currently registered and has a license assigned.
If you need to clean up any obsolete invitations or remove licenses, you can do so by clicking the red quick action buttons next to the student's entry. Completing one of these actions will free up a license to be used.
Note: clicking "Remove" here on a student entry removes them from the course and removes the license from their account.
Say we have the following courses:
Course A that starts 6/1 and ends 6/20
Course B that starts 6/16 and ends 6/28
And our organization's max student licenses is 20
Since these courses overlap, we can only have 20 students combined between the two courses. With our max student licenses at 20 , we cannot have more than 20 licensed students at any given time.
So, if we have invited 15 students to Course A, we can only invite 5 students to Course B.
If you need more student licenses so that you can invite the students you need to a course, please contact your account manager or sales@littlearms.com
To continue the example, if today is May 15 and I'm preparing my courses, I can invite all 15 students to Course A and 5 students to course B. The invitations are created and viewable on the website dashboard in the invites table; however, they will not be sent to the students until the course start date. Students will also receive a welcome email 1 week before their course start date that will instruct them to register their account and install the simulator to ensure it works as expected before their course begins.
To break this down:
On May 25, students from Course A will receive their welcome emails
On June 1, they will receive their invitation emails
On June 9, students in Course B will receive their welcome emails
On June 16, they will receive their invitation emails
Invitations created less than one week before the course start date will immediately result in a welcome email being sent. Invitation emails will still only be sent on the course start date
Invitations created after the course start date but before the course end date will immediately result in the invitation email being sent.
From June 1 - June 15, assuming all students register, the organization's student license usage will show as 15
On June 16, assuming all student register that day, the organization's student license usage will show as 20
On June 20th, Course A's students will have their licenses automatically removed.
Depending on the time of day that the course ends, the organization's license usage might show 20 or 5. Thereafter, the organization's license usage will show as 5 until Course B ends.
The time of day matters since our historical usage calculator runs once per day. Details can be found here: . So, if a course ends before the calculator runs, license usage for that day will not include the licenses associated with that course.
