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What are Seats and how are they used?

Your Guide to our Ultimate, Core, and Pay-Per-Course seat types.

EasyLlama offers three plan types that determine how you purchase training. Pay Per Course is priced per course assignment, while Core and Ultimate are priced per seat. Subscriptions are based on the number of seats or courses purchased (not the number of learners).

Note for legacy customers: EasyLlama also supports legacy plans (Single, Flex, Unlimited, LMS, SAT, and All‑In‑One Bundles) for existing customers only. No new sales of these plans are available after June 1, 2026.

In Core and Ultimate plans, seats are assigned to a specific learner and are not transferable once used. In general, once any assigned course is more than 50% complete, the 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.

Plan Comparison

Plan Pricing Model Minimum Purchase What You Get
Pay Per Course Per course (no seats) 10 courses Purchase a specific number of course assignments. Best for as‑needs training.
Core Per seat, annually 10 seats One seat = unlimited courses per learner. Includes full training libraries + phishing simulator.
Ultimate Per seat, annually 10 seats One seat = unlimited courses per learner + AI Course Authoring.

Additional Included Features

  • Anonymous Reporting Tool (ART) – now included at no extra charge in Pay Per Course, Core, and Ultimate.

Optional Add‑Ons

  • SCORM pricing – available as an add‑on for Pay Per Course, Core, and Ultimate. Volume discounts apply.
  • Customization Services – contact sales for bespoke course development, white‑labeling, SSO, dedicated account manager, and custom integrations.

Check Your Usage

Note: You need All Access or Billing Admin permissions to see billing details.

To check your plan type and usage:

  1. Log in to the Dashboard.
  2. From the left navigation menu, click Settings > Billing.
  3. Review the Current Plan module for Plan Type, used/available seats, and renewal date.
Important Note About Legacy "Seat Buckets" (Compliance vs. LMS)

Some legacy 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.

For Core and Ultimate plans, this complexity does not exist — one seat covers everything.

Frequently Asked Questions

Do seats expire?

Yes. For Pay Per Course plans, courses expire one year after purchase (or at the end of your contract term for multi-year agreements). For Flex and Ultimate plans, seats expire at the end of the term and do not roll over.

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 will not be refunded.

Do I have to pay for archived learners on Pay Per Course plans?

No. You pay for seats used to assign courses (or courses purchased), 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.

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 renewal date.

Can I get a refund for unused seats?

No, refunds are not issued for unused seats or courses. Be sure to use them before they expire.

What makes a course "sticky" to a learner?

A course becomes non-transferable once an assigned course is over 50% complete. After this point, the course is dedicated to that learner even if they are archived.

How can I recover an unused course?

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.

What is the minimum purchase?

All plans require a minimum purchase of 10 seats (Core/Ultimate) or 10 courses (Pay Per Course). Add in increments of 5.