Assigning Licenses

You will have the ability to assign licenses to users.  To add a license to an existing user:

  • Click the “Admin” tab.  
  • In the dropdown menu, click “Users.”
  • If you are assigning a license to a user within a sub-agency, select to view the users within the sub-agency by using the “Select Sub-Agency” dropdown menu.
  • Locate the user you wish to assign a license to and click the blue “Edit” button in the column to the right.
  • Within the “Edit User” window, locate the “License” section.
  • Check the boxes next to the licenses you wish to assign to the user.
  • Click “Save.”
  • When the user logs in, they will see a “Tools” tab where they can access the product(s) they have a license for. 

Reassigning Licenses

License reassignments can occur under the following scenarios:

  1. A staff member holding a license leaves the agency, their license can be reassigned to another user.  
  2. A staff member is still with the agency but no longer needs their license.
  3. A sub-agency has unused licenses that need to be reallocated to another sub-agency.

 

Reassigning a license when a staff member holding a license leaves the agency:

  • The user that is no longer with the agency needs to be deleted:
    • Click the “Admin” tab.  
    • In the dropdown menu, click “Users.”
    • If you are assigning a license to a user within a sub-agency, select to view the users within the sub-agency by using the “Select Sub-Agency” dropdown menu.
    • Locate the user you wish to delete and click the red “Delete” button in the column to the right.
    • A pop-up window will appear asking if you wish to delete the user.         Click “Yes.”
    • The user will be deleted, and their license will be available to reassign to an existing user (follow the instructions above “Assigning Licenses”) or to a new user (Locate “Adding and Managing Users” in the Help section). 

 

Reassigning a license when a staff member no longer needs their license:

  • The user that no longer needs their license needs to have the license removed from their account:
    • Click the “Admin” tab.  
    • In the dropdown menu, click “Licenses.”
    • If you are clearing a license from a user within a sub-agency, select to view the users within the sub-agency by using the “Select Sub-Agency” dropdown menu.
    • Locate the user you wish to remove a license from and click the red “Clear” button in the column to the right.
    • A pop-up window will appear asking if you wish to clear the license from the user.  Click “Yes.”
    • The license will be cleared and available to reassign to an existing user (follow the instructions above “Assigning Licenses”) or to a new user (Locate “Adding and Managing Users” in the Help section).


 Reallocating Unused Licenses from One Sub-Agency to Another

  • Removing unused licenses from one sub-agency, those licenses will go back into the allocatable license pool where the licenses can be reassigned to another sub-agency.
    • Select the “Manage Sub-Agencies” dashboard tile or go Admin > Sub-Agencies.
    • Locate the sub-agency that has excess licenses and click the blue “Edit” button.
    • On the “Edit Agency” page, scroll to the Carey e-Guides product section.
    • The number of licenses in the “Total Licenses” text box will need to be decreased.  
    • Click in the text box, delete the number, and type in the number of licenses.  Note that the “Total Licenses” must match the “Licenses Assigned to Users”.
      For example, if there are 5 licenses assigned to a sub-agency and there is only 1 license assigned to a user with 4 unassigned licenses, the “Total Licenses” can be changed to 1.              
    • Once the number has been changed, click “Save”.
    • You will be routed back to the other Sub-Agencies page where all of the sub-agencies are listed.
    • The licenses that have been removed from this sub-agency will go back into the larger pool to be reallocated to another sub-agency.
    • Now, locate the sub-agency that needs additional licenses added and click the blue “Edit” button.
    • On the “Edit Agency” page, scroll to the Carey e-Guides product section.
    • The number of licenses in the “Total Licenses” text box will need to be increased.  
    • Click in the text box, delete the number, and type in the number of licenses.  Note that the “Total Licenses” must match or be less than the “Allocatable Licenses”. 
    • Once the number has been changed, click “Save”.
    • The sub-agency will now have additional licenses that can be assigned to new users.