As an OMS Institutional Admin you have the ability to assign licenses to learner accounts.
The process for assigning licenses depends on the type of license your institution has purchased. This article covers how to allocate Annual or Tiered Licenses. If you are using Pay Per Use Licenses, see this article.
How Annual or Tiered Licenses work
Annual and Tiered Licenses allow a set number of learners to access OMS scenarios for a fixed period (usually 12 months, but this may vary—check your OMS contract for details).
OMS activates your licenses in the OMS Hub, setting up a Library that contains the scenarios included in your license plan.
We do this by setting up a Library that has access to the scenarios available to you based on your Annual License or Tiered Plan. This Library will have a number of licenses available - depending on how many learners you have purchased for - that expire at the end of that license term.
An Annual or Tiered license grants the learner unlimited access to OMS scenarios for the duration of the license term.
The license term is fixed, meaning all the licenses allocated to that license term start and end on the same date. You can assign a license to a learner at any point during that term.
For instance, your license term runs from 12th October 2025 - 12th October 2026. You add Learner A on 13th October 2025. Learner A can access all scenarios available to them as many times as they like until 12th October 2026.
Let's say you then add Learner B in March 2026, Learner B also has unlimited scenario access, but their access will also expire on 12th October 2026, along with the rest of the licenses:
License Term | Learner Added | Access Expiry Date |
12 Oct 2025 – 12 Oct 2026 | Learner A (13 Oct 2025) | 12 Oct 2026 |
12 Oct 2025 – 12 Oct 2026 | Learner B (March 2026) | 12 Oct 2026 |
How to allocate an Annual or Tiered License
Institution Admins allocate Annual or Tiered licenses when setting up Groups.
The Groups feature on the OMS Hub allows you to make scenarios available to Learners. When you make a scenario available to a Learner via Groups, you are also allocating that Learner a license.
Learners do not automatically take up one of your licenses when they are given an OMS account. The Learner account only uses a license once it has been given access to a scenario.
When you make a scenario available to a Group that includes Learner accounts the OMS system identifies which Library contains the scenarios you have added to the Group and allocates a license from that Library. This works in the same way when new Learners are added to a Group that contains scenarios in it.
To allocate an Annual or Tiered License:
Create or Edit a Group in the OMS Hub.
Add scenarios to the Group.
and / or
Add Learners to the Group.
The system will automatically assign a license from the Library when a Learner is added to a Group with scenarios.
You cannot edit a Group (add Learners or scenarios) if you have reached your License Limit. This happens when:
Your Library does not have enough licenses left for the Learners you're adding.
The scenario is not included in your current Library.
Remember to check your old Groups to make sure that scenario access is not being given to Learners that should not have a License during your current license term.
A rule of thumb to remember:
If a Learner has scenario access (including Tutorial and Walkthrough cases) they will be taking one of your Licenses.
If you are returning OMS customer or use OMS over multiple years, we recommend removing scenario access from any inactive learners / cohorts before setting up scenario access for any new / existing Learners.
How do you know when you have reached your License limit?
Contact OMS Support via Live Chat to check how many licenses are left.
If licenses were assigned by mistake, Support can help—but changes will require approval from your OMS Account Manager.
What happens when your Annual or Tiered Licences expire?
When you reach the end of your License term for a set of licenses, the scenarios associated with the License Library are automatically removed from any Groups that were granted access from the expired Library.
If you have renewed your OMS Licenses, OMS will set up a new Library from which you can allocate your renewed set of Licenses.