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      Guidelines for Moving Learners from Old Deals to New Deals

      Guidelines for Moving Learners from Old Deals to New Deals

      1. Overview

      This document clarifies when and how learners should be transitioned from old deals to new deals, depending on license type. Correct handling ensures learners retain access without overlap or premature termination, and that license counting and reporting remain consistent.

      2. License Types

      🔒 Non-Transferable Licenses (Coaching Licenses)

      • Each learner receives a fixed license term (e.g., 6 months) regardless of the contract end date.
      • Learners may enroll any time before the contract end date and still receive their full term, even if the contract has already expired. This can extend contract impact up to 6 months beyond the contract end date.
      •  Only re-enrollees should be moved to a new deal. Existing learners remain under the original deal until their license ends.
      • Usage Tracking: Non-transferable license = tracked by learner term, not contract end date.

      🔄 Transferable Licenses

      • All transferable licenses expire at the contract end date, regardless of when learners enrolled.
      • At the start of a new contract, learners must be re-enrolled under the new deal.
      • Clients decide whether to keep the same learners or select new ones. CSMs must confirm this with the client.
      • All re-enrolled learners should be moved to the new contract within 7 days of the contract start date.
      • Usage tracking: “used” once any learner has been enrolled, or if expired, after full license term was completed.

      3. Transition Rules for CSMs

      🔒 Non-Transferable Licenses (Coaching)

      1. Learners finish their full license under the old deal.
      2. No action is required by the CSMs unless the learner is re-enrolling.
      3. Re-enrollees are added under the new deal, using the new Line Item ID.
      4. CSMs are responsible for re-enrolling learners and for ensuring that utilization and outcomes are reported under the correct contract.

      🔄 Transferable Licenses

      1. All learners must move to the new deal within 7 days of the new contract start.
      2. Transition is done by updating the Line Item ID at learner level (not by moving feature groups).
      3. Institutional expiration date remains unchanged.

      4. Next Steps & Implementation

      • Lane Perry to flag contracts with expired deals but active learners finishing licenses (non-transferable only). Pending
      • Three key metrics/properties identified and added: licenses purchased, licenses used, and currently enrolled learners. This information is visible on the top under the company record.


      • For Transferable Licenses:
        • Within 7 days of new contract start, CSMs bulk update learners with new Line Item ID.
        • Adriana Wetzel will submit a ticket for both Ops/CSMs to create a task reminder to ensure timely updates (Pending)
      • For Non-Transferable Licenses:
        • CSMs must log which learners were extended/re-enrolled so they can be tied to the correct new Line Item ID.

      ✅ Summary

      • Non-transferable (coaching): Learners finish term on old deal. Only re-enrollees move.

      • Transferable: All learners moved within 7 days of the new contract start.

      📊 Process Flowchart



       

      Owner:

      Adriana Wetzel

      Last update 09/10/2025