More trainers than seats

What happens when your workspace has more trainers than its plan's seats, the 7 days you have to fix it, who becomes read-only, and how they get their access back.

Your words may differ. Each workspace can choose its own words: a class might be a cohort, program or group, a learner a participant, trainee or new hire, a session a module or lesson. These guides use the default words. The steps are the same whatever your workspace calls them. Change your workspace's words

A workspace can end up with more trainers than its plan has trainer seats. That usually happens when you:

• move to a smaller plan, such as Team to Solo;
• reduce the number of trainers you pay for on Team;
• restore a backup that has more trainers in it.

Business has no limit on trainers, so this never happens on Business.

Nothing changes straight away, and nothing is ever deleted. You get 7 days to sort it out. After that, the trainers who don't fit become read-only until there's a seat for them.

#The 7 days

From the day Skovrum first counts more trainers than seats, Admins and anyone else who can manage users:

• get an email titled Your workspace has more trainers than its … plan's seats, with the date the 7 days end;
• see a banner across the top of every screen, with the date and a Manage users link.

During this time everyone keeps working as normal. You can't add more people who write until you're back within your seats.

#Fix it

Get the number of people who write down to your number of seats, or add seats. Any of these works:

1. Deactivate someone who no longer needs access. Go to Manage → Users and use the trash icon on their row. What they wrote stays in the workspace. See Invite and manage users.
2. Give someone a read-only role, such as Supervisor, if they only need to read. Read-only viewers don't use a trainer seat. Click the pencil on their row and change the Role. See Roles and permissions.
3. Add seats. If your workspace pays by card, use Manage billing and plan on Manage → Workspace, or Add seats in the banner. Otherwise, email support@skovrum.com. See Billing.

As soon as you're back within your seats, the banner goes away.

#After the 7 days

If there are still more trainers than seats, the extra trainers become read-only. Admins see how many in the banner:

#Who keeps a seat

Skovrum fills the seats in this order:

1. Admins.
2. Other people whose role can manage users.
3. Everyone else, in the order they were added to the workspace.

So the people who become read-only are the most recently added trainers. Admins keep their access as long as there are enough seats for them.

#What a trainer without a seat sees

Each trainer who loses their seat gets an email titled Your Skovrum account is now read-only, and a banner in the app:

They can still sign in, see everything their role lets them see, and export it. They can't add or change notes, classes, sessions or anything else. Nothing they wrote is lost.

If they could manage users before, they still can. That way an Admin who's over the limit can always free a seat.

#Getting access back

Access comes back on its own as soon as there's a seat for someone: when you deactivate another person, move someone to a read-only role or add seats. The trainer doesn't need to sign out and in again. Their app picks up the change within a minute or so.

If the workspace goes over its seats again later, the 7 days start again from that day.

#Common questions

Can I choose who keeps a seat? Not directly. Skovrum follows the order above. To keep a particular trainer, free a seat another way: deactivate someone else or move them to a read-only role.

Does this affect read-only viewers? No. Only people who write use trainer seats. If you're over your read-only viewer allowance, you just can't add more viewers until there's room.