Managing licenses

1. Open the license management UI. If you have any doubts about how to access it, you can refer to the Access to the license management UI”.
2. Choose “Assign Licenses”.
3. Complete and upload the user file template containing the following information:
   • E-mail (mandatory): The e-mail address of the learner who shall receive a license.
   • UserID (optional): The SAP User ID that the license shall be assigned to. If no SAP User ID is provided the system will either retrieve an existing SAP P/S-user ID based on the e-mail or pre-create a new SAP P-user ID for the given e-mail.

• First Name (optional): The learner's first name. This field is only used when the system needs to create a new SAP P-user for the learner.
• Last Name (optional): The last name of the learner. This field is only used when the system needs to create a new SAP P-user for the learner.

4. Choose “Validate SAP User IDs” to check the e-mail addresses and SAP user IDs. 

5. Review the expected results and errors identified during validation. You can also download a detailed validation result file to review the validation result for each row of the user file. 

6. Choose “Assign” to finalize the license assignment. The license assignments are then processed, and entitlements are issued by the SAP Learning Hub / SAP Certification exam system. As a next step the learners will receive an onboarding e-mail on how to access their license.

The license is connected to an SAP S- or P-user account. When you provide a learner's e-mail address to assign a license, the system will check if an SAP user account already exists for the e-mail in the following way:

1. Check for an existing S-user. Your company’s SAP super administrators manage S-user accounts. S-user accounts are prioritized for license assignment.
2. Check for an existing P-user. P-users are generally managed individually by the users.
3. If no S- or P-user account exists, a new P-user account will be created, and you can assign the license.

If you or the learner prefers to have the license assigned to a corporate S-user ID instead of a P-user, please contact your SAP super administrator to create an S-user for the corresponding e-mail address before assigning the license.
In case multiple SAP user IDs are associated with the user’s e-mail, you can also set your preferred SAP user ID for the license in the user upload file.

• License limit reached: You uploaded a file with more e-mail addresses than licenses available. Remove rows from the file to match your available licenses or purchase additional licenses.
• File exceeds size limit: The file you uploaded is too large to process. Please separate it into multiple files and upload again.
• Order has ended: The contract end date has been reached. You can assign any licensed to an already expired contract. Please renew your subscription.
• Order has not started yet: The contract has not started yet. Please assign licenses only after the contract has started.
• License assignment already in process: The system is already processing the assignment of licenses – either by you or a different learning administrator of your organization. Please try again a few minutes later. If the same message appears again, please contact support.
• Validation failed: An unexpected error occurred. Please contact the SAP Learning support team.
• Missing or invalid e-mail: The e-mail address is missing or in an invalid format. Adjust the e-mail address and upload the CSV file again.
• Missing name: A new SAP P-user needs to be created, but the first and/or last name for this user is missing. Please provide the name(s) and upload the CSV file again.
• User already has a license: The user with this e-mail address already has a license. In case the learner needs an additional license, please use a different e-mail address for the assignment.
• User data changed: The user data was changed between the time the data was validated and the actual processing of the license assignment. Please repeat the validation process and the license assignment.
• Undefined error: Please contact the SAP Learning support team.
• Malformed file: Check if the separator in your CSV file is a semicolon instead of a comma, e.g. by opening the file with notepad. To change all semicolons to commas, you can either use the search & replace function in the editor or follow the instructions from Microsoft to change it generally for their Excel app How to change semicolon to comma when saving CSV file - Microsoft Community.

The “License Status” displays the status of the license and can contain one of the following values:

• In Progress: The license has been assigned, but the assignment is still in progress. It might take a few minutes until the learner receives the onboarding e-mail.
• Assigned: The learner has received the onboarding e-mail and can access the features of SAP Learning Hub / SAP Certification exam.
• Deactivated: You or one of your learning administrators has deactivated the license. The learner can no longer access the features of SAP Learning Hub / SAP Certification exam.
• Error: An error occurred during the license assignment. Please contact the SAP Learning support team.
• Expired: License exceeded its period of validity.

SAP Learning Hub and SAP Certification exam licenses can be deactivated one by one or in bulk via the license management UI. 

When a license manager deactivates a license that is not consumed, the license is automatically returned for a reassignment.

How to identify consumed and not consumed licenses?
An SAP Learning Hub license is consumed when once a the learner accesses the SAP Learning Hub premium capabilities included with the license within the current contract year. The user has accessed the Learning Hub premium capabilities functionality when he: 

• Registered a live session
• Used a SAP Certification attempt
• Started a practice system
• Accessed a stay certified assessment

The license management UI includes a “Consumed” column, allowing administrators to track license consumption status across all users.

How to deactivate licenses for a list of users?
To deactivate licenses for a list of users, open the license management UI and follow these steps:

1. Choose “Deactivate Licenses”
2. Select the deactivation method “Deactivate licenses from a list of users via CSV file upload” and click “Next”.
3. Complete and upload the user file template containing the e-mail addresses of the learners whose license you wish to deactivate
4. Select “ Validate SAP User IDs” to check the e-mail addresses.
5. Review the validation summary and any identified errors. You can also download a detailed validation report log to check the result for each row of the user file.
6. Choose “Deactivate” to finalize the license deactivation.

Once processed, any unconsumed licenses will be automatically returned to the Licenses Available counter on the main page and be available to be reassigned via the Assign Licenses process.
They can now be regranted via the “Assign licenses” process.

How can I regrant licenses?
For current contracts, follow the reassignment rules as described in the SAP Learning Hub supplement.
If a license is not consumed, it will be automatically returned for a reassignment after deactivation via the license management UI. 

For multi‑year subscriptions or renewal contracts, exceptions must be handled via a support case. Within the first 30 days of each contract year, up to 100% of users may be deactivated, and the corresponding usage rights will be regranted.

As an SAP Learning Hub customer you can use the SAP Learning analytics dashboard to evaluate how the SAP Learning Hub and SAP Certification exam licenses are used by your learners. Find more information about the analytics dashboard here.

You can download a list of all licensed learners directly from the license overview table.
Alternatively, you can export the list of licensed learners, including selected learning data from the SAP Learning analytics dashboard, by exporting the "Learner Data”:

1. Open “Learning Analytics” from the My Learning area on learning.sap.com.
2. When the dashboard opened, choose “Explore and Export Data” and then “Export Current View” to download a list of all licensed users.

You or the learner can change the SAP user ID associated with the license. Please raise a support ticket and provide the previous and the new SAP user ID to be used for the license. The new SAP user ID needs to be connected to the same e-mail address that was used previously for the learner.