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Version 2.2 by Admin User on 2026/09/02 09:30
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Admin User 2.1 1
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13 **ONEcount Fulfillment Module**
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15 Group & Bulk Licenses — User Guide
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17 = Contents =
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19 ~1. Overview
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21 2. License Types
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23 3. Creating a Group License
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25 4. Seat Management
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27 5. Bulk Individual Provisioning
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29 6. Group Admins
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31 7. License Lifecycle
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33 8. Reporting
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35 9. Setup & Configuration
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37 10. Permissions
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39 ~11. Subscriber Self-Service (Seat Manager Portal)
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41 = 1. Overview =
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43 Group and bulk licenses allow an organization to purchase multiple subscriptions under a single agreement. The purchaser pays once for N seats, and those seats are distributed to individual recipients.
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45 Two license models are supported:
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47 * Managed seats — The organization buys N seats. A group admin assigns and unassigns members. Seats can be transferred between users. Think: corporate site license with a roster.
48 * Bulk individual — The purchaser provides a recipient list. Each recipient gets a standalone subscription. Think: a school buying 200 copies for students.
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50 [[image:fulfillment-group-bulk-licenses_a6f51be53df57a8d.png||height="430" width="586"]]
51
52 //The Group Licenses list showing four demo licenses with seat utilization bars and status indicators.//
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54 In this example, Skyward Aviation Academy has a managed-seat license with 4 of 10 seats assigned (green bar). Clearwater Flight School has a fully provisioned bulk license at 25/25 (red bar). AeroTech Corp is at full capacity (5/5). Sunset Wings LLC is an expired license.
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56 = 2. License Types =
57
58 == 2.1 Managed Seats ==
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60 When a managed-seat license is created, the system pre-creates N unassigned seat rows. A group admin can then assign each seat to a specific user (OCID). Key characteristics:
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62 * Seats can be assigned, unassigned, and transferred
63 * The purchaser is automatically made the group admin (owner role)
64 * Additional admins can be added with “manager” role
65 * Seat counts can be increased or decreased (resize)
66 * Each assignment creates a real subscription for the assignee
67
68 == 2.2 Bulk Individual ==
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70 Bulk individual licenses create standalone subscriptions for a list of recipients. Once provisioned, each recipient has an independent subscription. Key characteristics:
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72 * Recipients can be provisioned via CSV upload or OCID list
73 * Each recipient gets their own gcn_transactionlog entry
74 * Subscriptions are independent — cancelling the license does not affect already-provisioned recipients
75 * The license tracks seat counts for administrative purposes
76
77 = 3. Creating a Group License =
78
79 Navigate to Fulfillment › Group Licenses. Click the red “Create License” button to open the creation modal.
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81 [[image:fulfillment-group-bulk-licenses_ba0c4d5b8a553f45.png||height="411" width="586"]]
82
83 //The Create License modal with license type, organization name, seat count, and product-or-package selection.//
84
85 |**Field**|**Required**|**Description**
86 |**License type**|Yes|Managed seats or Bulk individual
87 |**Organization name**|No|Display name for the organization (e.g., “Skyward Aviation Academy”)
88 |**Purchaser OCID**|Yes|The OCID of the person/organization paying
89 |**Total seats**|Yes|Number of seats to create
90 |**Product or Package**|Yes|Select a product or package from the dropdown (grouped by type)
91 |**Term**|Yes|Select the term — cascades from the selected product or package
92 |**Publication**|No|The fulfillment publication
93 |**Start date**|Yes|License start date (defaults to today)
94 |**End date**|No|License end date (empty = perpetual)
95 |**Auto-renew**|No|Whether to auto-renew when the license expires
96
97 = 4. Seat Management =
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99 Click the seat management icon (≡) on any managed-seat license row to open the seat detail page. This page shows all seats, their assignment status, and available actions.
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101 [[image:fulfillment-group-bulk-licenses_ea2f270345ce269.png||height="430" width="586"]]
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103 //Seat management for Skyward Aviation Academy — 4 assigned seats and 6 unassigned, with assign/unassign controls.//
104
105 == 4.1 Assigning a Seat ==
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107 For unassigned seats, enter the recipient’s OCID and click the assign button. The system will:
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109 * Create a subscription record for the recipient
110 * Update the seat status to “assigned”
111 * Increment the used_seats counter on the license
112 * Log an adds/removals event with reason code GROUP_SEAT_ASSIGNED
113
114 == 4.2 Unassigning a Seat ==
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116 For assigned seats, click the unassign button. The seat returns to the available pool and the used_seats counter decrements. An adds/removals event is logged with reason code GROUP_SEAT_REMOVED.
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118 == 4.3 Transferring a Seat ==
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120 Enter a new OCID and click the transfer button. This atomically unassigns the old user and assigns the new one. Two adds/removals events are logged: GROUP_SEAT_TRANSFER (removal) and GROUP_SEAT_ASSIGNED (addition).
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122 == 4.4 Resizing ==
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124 The license can be resized (total seats increased or decreased). The system will not allow reducing below the current used_seats count. New seats are pre-created as unassigned rows for managed-seat licenses.
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126 = 5. Bulk Individual Provisioning =
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128 For bulk individual licenses, use the bulk seat assignment endpoint to provision recipients in batch. Two input methods are supported:
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130 * CSV file upload — The CSV must have an “ocid” column header. Each row creates a subscription.
131 * Comma-separated OCID list — Enter OCIDs directly in the input field.
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133 Each provisioned recipient is logged with reason code BULK_GROUP_NEW.
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135 = 6. Group Admins =
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137 Group admins are users authorized to manage seat assignments for a specific license. There are two roles:
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139 |**Role**|**Description**
140 |**Owner**|Full management access. The purchaser is automatically added as owner. Cannot be removed from the admin panel.
141 |**Manager**|Can assign, unassign, and transfer seats. Can be added or removed by other admins.
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143 Group admins are managed from the seat detail page under the “Group Admins” section.
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145 = 7. License Lifecycle =
146
147 |**Status**|**Description**
148 |**Active**|License is in effect. Seats can be assigned/unassigned.
149 |**Expired**|License end_date has passed. A daily cron job (group_license_expiry.php) transitions active licenses to expired and unassigns all seats.
150 |**Cancelled**|Manually cancelled by an admin. All active seats are unassigned.
151 |**Suspended**|Temporarily suspended (e.g., for non-payment). Seats remain assigned but may not grant new access.
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153 Auto-renewal: If the auto_renew flag is enabled, the expiry cron job will attempt to renew the license via Stripe using the purchaser’s stored payment method.
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155 = 8. Reporting =
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157 Group license recipients have real subscriptions and appear in all standard fulfillment reports. The subscription_source field distinguishes group subscriptions from individual ones:
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159 * RPT-01 — Group recipients counted by classification. Optional source breakdown available.
160 * RPT-09 — Group-specific reason codes appear in the adds/removals report.
161 * RPT-19 — Group recipients with valid addresses appear in the mail file.
162
163 = 9. Setup & Configuration =
164
165 Navigate to Fulfillment › Setup › Group License Settings to configure:
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167 |**Setting**|**Default**|**Description**
168 |**Enable group licenses**|Off|Master toggle for the group license feature
169 |**Maximum seats per license**|1000|Upper limit on seats per license
170 |**Default license duration (days)**|365|Default duration when end_date is not specified
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172 = 10. Permissions =
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174 Group license management requires the FULFILLMENT_GROUP_MANAGE permission module. Superadmin users automatically have access.
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176 FULFILLMENT_VIEW is sufficient for read-only access to the license list. Creating, cancelling, and managing seats requires FULFILLMENT_GROUP_MANAGE.
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178 Group admins (non-backend users) can manage seats for their own license without needing the FULFILLMENT_GROUP_MANAGE backend permission. This is controlled by the fulfillment_group_license_admin table.
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180 = 11. Subscriber Self-Service (Seat Manager Portal) =
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182 Group admins do not need access to the ONEcount admin panel to manage their organization’s seats. A dedicated subscriber-facing page lets them log in with their regular ONEcount credentials and manage seats directly.
183
184 == 11.1 Accessing the Seat Manager ==
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186 The seat manager portal is located at:
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188 //https:~/~/yoursite.onecount.net/onecount/flexreg/manage-seats.php?brand=YOURBRAND//
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190 Group admins can be directed to this URL via email, a link on your website, or from their subscriber profile page. They must be logged in with the same ONEcount account that was designated as a group admin (owner or manager role) for the license.
191
192 == 11.2 My Group Licenses ==
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194 After logging in, the group admin sees a list of all licenses they manage. Each license shows the organization name, license type, seat utilization, status, and date range.
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196 [[image:fulfillment-group-bulk-licenses_d2aa6c02ee324f44.png||height="366" width="586"]]
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198 //The subscriber-facing “My Group Licenses” view showing Skyward Aviation Academy with 4/10 seats used.//
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200 Click “Manage Seats” to open the seat assignment page for that license.
201
202 == 11.3 Managing Seats ==
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204 The seat detail page shows every seat in the license with its current assignment status and available actions:
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206 [[image:fulfillment-group-bulk-licenses_fe51b9919ebd7117.png||height="366" width="586"]]
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208 //Seat management for Skyward Aviation Academy — 4 assigned seats with Unassign/Transfer controls, 6 unassigned seats with Assign controls.//
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210 Available actions for group admins:
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212 |**Action**|**How**|**What Happens**
213 |**Assign**|Enter the recipient’s OCID in an empty seat row and click Assign|A subscription is created for the recipient. The seat status changes to “Assigned.”
214 |**Unassign**|Click Unassign on an occupied seat (confirmation required)|The seat returns to the available pool. The used-seats counter decrements.
215 |**Transfer**|Enter a new OCID next to an occupied seat and click Transfer|The old assignee is removed and the new assignee gets the subscription in one step.
216
217 == 11.4 What Group Admins Cannot Do ==
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219 The subscriber self-service portal intentionally omits certain actions that are reserved for backend administrators:
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221 * Resize the license (change total seat count)
222 * Cancel the license
223 * Add or remove group admins
224 * Change the license type, product, or dates
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226 These operations require the FULFILLMENT_GROUP_MANAGE backend permission and are performed from the admin panel’s Group Licenses page.
227
228 == 11.5 Security ==
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230 The seat manager uses the standard ONEcount subscriber authentication (cookie-based via ~_~_ocid). Authorization is checked on every request by verifying that the logged-in OCID appears in the fulfillment_group_license_admin table for the requested license. A subscriber who is not a designated group admin for a license cannot view or modify its seats.