Managing licenses

1. Choose “Assign Licenses”

2. Select the assignment method “Assign to a list of users via CSV file upload” and click “Next”.

• 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.
  Note: It is recommended that this field be filled when assigning the license to learners who already owned a license on a previous contract to ensure that the same SAP user ID is selected, and the learning history is continued. The UserID field is only available for license assignments via file uploads.
• 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.

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.
Note: In addition to the SAP S- or P-user account, learners need to register an SAP Universal ID to log in to learning.sap.com and access the features that come with your SAP Learning Hub / SAP Certification exam subscription. The SAP Universal ID is the unified login for all their SAP user accounts. For more information on SAP Universal ID registration, kindly see our SAP Universal ID site.

• 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.

1. Choose “Deactivate”
2. Select the deactivation method “Upload and validate CSV file” and click “Next”. There is also the option to deactivate users individually.
3. Complete and upload the user file template containing the following information: E-mail address
4. You will reach a validation screen, where you can view whether the license can be reassigned after deactivation (rules for regranting are here – for example, if the user has used a certification attempt, the license cannot be reassigned.
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 “Deactivate” to finalize the process.
   

When all your SAP Learning Hub licenses have been consumed and some of them have been deactivated, you can also reassign SAP Learning Hub licenses to other learners according to the rules documented in SAP Learning Hub Supplement and by contacting the SAP Learning Hub support team.
Licenses for SAP Certification exam, two attempts cannot be reassigned to other learners.

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.