ToLearn uses a licence-based system to control how many employees can be added to your training and compliance platform.

Each licence represents one employee account. When a new employee is added to the system, one license is used. This helps organisations manage workforce training while ensuring they remain within their purchased licence allocation.

Licence Overview

The Licenses section displays two key numbers:

Used / Total Licenses

For example:

12 / 70

This means:

• 70 is the total number of employee licenses available on the account.

• 12 licenses are currently in use by active employees.

• The remaining licenses are available for adding new employees.

In this example, the account can still add 58 additional employees.

The platform also displays:

58 Licenses Remaining

This number shows how many employee accounts can be created immediately.

What happens when all licenses are used?

Once all available licenses have been allocated, the system will prevent additional employees from being added.

For example, if an account has:

70 / 70 licences used

The employee creation functionality will be locked until

• Additional licenses are purchased, or

• Existing licences become available through the licence release process.

This ensures that accounts remain within their subscribed licence limits.

Pending Release Licences

When an employee is deleted from the platform, the license is not immediately returned to the available license pool.

Instead, the licence enters a pending release period.

This process helps maintain historical training records, compliance evidence, and audit trails while preventing accidental licence recycling.

How the licence release process works

1. An employee is removed from the system.

2. The employee's licence is marked as Pending Release.

3. A six-month countdown begins from the employee's removal date.

4. Once the six-month period has expired, the licence is automatically returned to the account as an available licence.

Viewing Pending Release Employees

The Licenses section contains a Pending Release link.

Selecting this link displays:

• The names of employees whose licences are currently pending release.

• The date they were removed.

• A countdown showing how much time remains before each licence becomes available again.

When a countdown reaches zero, the license is automatically released and added back to the account's available license total.

Why the Pending Release Process Exists

The pending release process helps organisations:

• Retain workforce training history.

• Maintain audit-ready records.

• Preserve compliance evidence.

• Prevent accidental loss of employee training data.

• Manage licence allocation in a controlled manner.

This approach ensures that businesses can maintain accurate training and compliance records while effectively managing their workforce licenses.

Purchasing Additional Licenses

As your workforce grows, ToLearn allows group leaders to increase their licence allocation at any time.

The group leader can visit the pricing page and purchase additional licenses directly through the platform.

When accessing the Pricing page, the system automatically displays the organisation's current licence allocation in the licence quantity field. The group leader can then increase the number of licenses required and complete the purchase.

For example:

• Current licence allocation: 70 licences

• Current usage: 70 / 70 licenses used

• Additional licenses purchased: 30

After the purchase is completed, the total license allocation becomes:

70 + 30 = 100 licences

The organisation would then be able to add additional employees to the platform immediately.

This provides a simple way to scale workforce training as the business grows without disrupting existing users, training records, or compliance reporting.

Who Can Purchase Additional Licenses?

Only the group leader has permission to purchase and manage licence allocations for the organisation.

Site leaders and subscribers cannot purchase licences or modify licence limits.

Benefits of Additional Licences

• Add more employees as the workforce grows.

• Expand training across new sites and locations.

• Maintain compliance and audit readiness across larger teams.

• Continue onboarding employees without interruption.

• Scale the platform alongside business growth.

ToLearn's flexible licensing model ensures that organisations can increase capacity whenever required while maintaining full visibility of licence usage and availability.