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What are Seats and how are they used?
Your Guide to our Unlimited, Flex, and Single seat types.
EasyLlama offers a few different seat types, that determine how many courses can be assigned to each learner. Subscriptions are based on the number of seats used (not the number of learners). Seats are assigned to a specific learner and are not transferable — even if the learner is archived.
In general, once any assigned course is more than 50% complete, that seat becomes “sticky” to that learner and cannot be reused for someone else. To learn more about recovering unused seats, review Unassign Function - Removing and Replacing Assigned Courses
| Seat Type | Number of Courses Per Learner |
|---|---|
| Single | One course per Learner (Additional seats may be used to assign more courses to a Learner) |
| Flex | Up to 3 courses per Learner |
| Unlimited | Any number of courses per Learner, per annual subscription period |
| LMS Seats | These are seats for assigning custom courses. Once used, they cannot be assigned or used for another Learner. |
Check Seat Usage
NOTE: You need All Access or Billing Admin permissions to see billing details.
To check your seat usage and type:
- Log in to the Dashboard.
- From the left navigation menu, click Settings > Billing.
- On the Current Subscription tile, click Details.
- View your subscription level, seats used/available, cost per seat, and renewal date.
Important note about “seat buckets” (Compliance vs LMS)
Some accounts have more than one seat bucket (for example, a bucket of seats for standard EasyLlama courses, and a separate bucket of LMS seats used for custom-course assignments). If a learner is only assigned custom courses, they may use an LMS seat but not a compliance seat (and vice versa), which can make it look like you have seats available but still hit a “no seats available” message for a specific type of assignment.
Frequently Asked Questions
Do seats expire?
Yes, seats expire one year after purchase (or at the end of your contract term for multi-year agreements).
Can a learner finish a course after the seat expires?
Yes, a learner can complete an already-assigned course after the seat expires. However, if the course is unassigned, the seat will expire immediately and the seat will not be refunded.
Do I have to pay for archived learners?
No. You pay for seats used to assign courses, not for learners. If you add a learner and do not assign courses to them, you do not pay for them being in your dashboard because they have not used a seat.
Archiving a learner does not free up a used seat or reduce your subscription cost. Your subscription is based on seat usage, not the number of active learners in your dashboard. If you need to downgrade, you must do so before your subscription date.
Can I get a refund for unused seats?
No, refunds are not issued for unused seats. Be sure to use them before they expire.
What makes a seat "sticky" to a learner?
A seat becomes non-transferable once an assigned course is over 50% complete. After this point, the seat is dedicated to that learner even if they are archived.
How can I recover an unused seat?
You can use the Unassign function to remove a course that is 50% complete or less. This frees up the seat for another learner.
How do I downgrade my subscription?
You must contact EasyLlama to downgrade before your annual renewal date. Your subscription is based on peak seat usage during the term.
Llama Fact: Llamas are very territorial and form strong, lasting bonds with their herd—much like how a seat attaches to the learners once they've started their training journey!