Please note: There are only two options for releasing licenses: if that license has never been activated by a participant, or if the participant on an activated license has left your organization.
How to Release an Unused License
If a participant has not activated their license, that license is available to be given to another participant at any time. Additionally, you can release the unallocated license from a participant in AdminStudio.
Navigate to People > Participants
Select the checkbox(es) for the participant(s) you want to remove
Click Manage Licenses from the advanced action menu at the bottom of the screen
4. On the next screen, select "Release" from the menu options. You will receive a warning message reminding you that Activated licenses will not be available for release.
Please Note: You may need to check if the released participant still has a shareable URL or has an SSO tile assignment.
How to Mark a Participant as No Longer with Company
When a licensed participant leaves your organization, you can mark them as "No Longer with Company" to immediately revoke their platform access and return their license to your available pool for reassignment.
Navigate to People > Participants
Select the checkbox(es) for the participant(s) you want to remove
Click from the 3 dot menu at the bottom of the screen next to Manage Licenses, and then select "No Longer with Company".
Before completing this action, you'll see a confirmation dialog that explains:
Selected participants will lose access to all programs and Learning Collections
The number of licenses that will be returned to your available balance
Participants will remain visible in AdminStudio Reports
Only an ExecOnline representative can reverse this action at this time
What Happens After Marking Someone as No Longer with Company
Platform Access
Participant immediately loses access to all Learning Collections and courses
Their user record remains in the Participants list for admins with a visual indicator showing they are no longer with the company
Learning History & Reporting
All prior learning progress and completion data is preserved
Historical data remains accessible to admins in AdminStudio Reports
Participant records continue to appear in reporting for audit and compliance purposes
License Management
Previously activated licenses are automatically returned to your available license pool
Reclaimed licenses can be immediately assigned to new participants
Need Help?
Contact us if you need to:
Reverse the "No Longer with Company" status for a participant
Completely remove a participant's record from the system
Get assistance with license management