Active Learners and Metering

FAQs on Active Learners and Metering

Heena Wilson avatar
Written by Heena Wilson
Updated over a week ago

Our Active Learner pricing model allows unlimited users in your organisation to access Tuple concurrently. In this article, you will learn how to define, monitor and manage your Active Learners.

Active Learner Definition

An Active Learner has the ‘Is Active?’ field in their learner profile set to ‘Yes’.

An Inactive Learner has the ‘Is Active?’ field set to ‘No’.

Once a Learner has the ‘Is Active?’ field set to ‘Yes’, they are included in the current month’s Active Learner count.

Each Active Learner record is counted once per month, regardless of the number of times the ‘Is Active?’ field is switched between ‘Yes’ and ‘No’.

What Can I Do With an Inactive Learner?

Inactive Learners’ data is view-only and no modifications are allowed to the learner record.

Inactive Learners are still included in reports and compliance exports (AVETMISS, SDR, etc). If their data does not need to be changed, you will not be billed for these Learners as they remain Inactive.

However, if you wish to update any details of an Inactive Learner, they need to be switched to ‘Active’. By switching them to ‘Active’, they are included in the current month’s Active Learner total even if they are switched back to ‘Inactive’ immediately.

How Are Active Learners Calculated?

The count of Active Learners is accumulated per calendar month. If a learner profile was made ‘Active’ at any time of the current month, they are added to the total Active Learner count.

Even if an ‘Inactive Learner’ is switched to ‘Active’ then back to ‘Inactive’ immediately, they will be added to the total Active Learner count for the month.

Each Active Learner record is counted once per month, regardless of the number of times the ‘Is Active?’ field is switched between ‘Yes’ and ‘No’.

The diagram below illustrates various two year enrolment scenarios and their billable months:

Monitoring Active Learners

As you are invoiced for additional Active Learners over your base subscription, it is important to monitor your monthly Active Learner count. You can do so by navigating to Active Learner from the Exports Tab.

Managing Active Learners

Manage your Active Learners numbers to avoid additional monthly charges. There are 3 ways to make a learner ‘Inactive’.

1. Toggle ‘Is Active?’ field in the learner profile to ‘No’

2. In Bulk via Course Offer > Enrolments

3. Once Off In Bulk using the ‘Set Learners with Inactive Enrolments to Inactive’ in the Active Learner Metering page

IMPORTANT NOTES:

  • This should only be used as a once off for the initial cleaning of Active/Inactive Learner data.

  • It defines whether a learner is Active/Inactive using the minimum and maximum Enrolment Dates. This is calculated using:

    • the Unit Enrolment Start and End Dates,

    • if there are no Unit Enrolments, then the Course Enrolment Start and End Dates

  • If the learner has no enrolment, this function will switch them to Inactive

NOTE: Additional Active Learners on top of the base subscription will be invoiced accordingly. Tuple will supply an Active Learner status report for reconciliation purposes if requested.

Subscribing to the Active Learner Model

Are there any Active Learners included with the Subscription?

All Tuple SMS Editions come with a base subscription of 20 Active Learners. For full details, please refer to our pricing page.

What if I have Multiple Training Organisations?

The base subscription of 20 Active Learners is applied to each organisation. Additional Active learners can be added to the total, which is aggregated across all organisations.

When Will I Be Charged?

On the first of every month, a report of the past month is automatically generated and the number of additional Active Learners is billed accordingly. If you would like a copy of your Active Learner status report, please let us know.

Nominated Base Subscription

In addition to the first 20 Active Learners, you can nominate your own base number of Active Learners when commencing or renewing your annual subscription. There are discounted Active Learner rates for higher base subscriptions.

This can be increased any time during an annual subscription period. A decrease can be made during your annual renewal.

If the Active Learner count exceeds your Nominated Base Subscription, the additional Active Learners will be billed in arrears at the standard rate. If the count falls below the Nominated Base Subscription in any month, the Active Learner Count will default to the base number.

For a specific quote please contact Mary@wisenet.co

FAQs

What is considered to be an Active Learner?

An Active Learner is where the ‘Is Active’ field value is set to ‘Yes’ in Tuple.  

A Learner must be Active in order to allow Activity.

What do you mean by Activity?

Any add/edit/modification made to a Learner record, included but not limited to:

  • Personal and contact information

  • Compliance/demographic data

  • Enrolment (course or qualification) data

  • New message/communication sent via Tuple

What is an Active Enrolment Date Range?

In order to estimate who is an Active Learner, we use Active Enrolment Dates.

We calculate the Minimum and Maximum Enrolment Dates by looking at:

  1. the Unit Enrolment Start and End Dates and,

  2. the Course Enrolment Start and End Dates, only IF there are no Unit Enrolments

Have a look at the example below for Learner A:

What is an Inactive Learner and How to Set a Learner as Inactive?

An Inactive Learner is where ‘Is Active’ field value is set to ‘No’.  

  • Data is retained in Tuple as ‘view only’ and no Activity is allowed.

  • Users will have the ability to perform the following functions for Inactive Learners:

                  - View all data. Including but not limited to:

                               - Personal, contact, demographic/compliance data
                               - Enrolment, course/qualification and results
                               - Pre-existing uReport documents, messages and Logbook entries                                     (existing documents can be re-printed)
                               - Include in government/compliance exports

  • An Inactive Learner cannot be updated or modified in any way

Does a Learner’s status need to be ‘Active’ in order to include them in compliance exports?

No. Regardless of a Learner’s status, they will be automatically included in any relevant compliance exports (i.e. AVETMISS, NZQA, SDR, VSL, Fee Help, SaS, RAPT, FPS) or reports generated out of Tuple. You will not be billed for Inactive Learners who fall into this scenario.

What is the minimum number of Active Learners I need to subscribe to?

The minimum number of Active Learners (Base Subscription) varies depending on the Tuple Edition you subscribe to. For full details, please refer to our pricing page.

Should your Active Learner Count fall below your Base Subscription in any given month, the Active Learner Count will default to the Base Subscription.

Should the Active Learner Count exceed your Base Subscription in any given month, the additional Active Learners will be billed monthly in arrears at the standard rate.

What if I have multiple Training Organisations?

The Base subscription relevant to each edition of Tuple subscribed to is applied to each organisation. Additional Active learners are billed monthly in arrears for each individual subscription.

What users can access the system?

The Per Learner pricing model allows you to have unlimited user access.

Can I switch a Learner from Active to Inactive (and vice-versa) more than once in a month?

A Learner is only charged once per month regardless of the number of times you update the ‘IsActive‘ status.

View examples of how Active Learners are billed:

If the Learner is commencing their course later in the year however I am enrolling them early in the year how does that work?

Example

  • If you enter a Learner’s contact and enrolment details on 11 April 2018, the Learner is considered Active in April and will be included as an Active Learner for April.

  • You switch them to Inactive later that day as their course does not start until July.

  • If you don’t set the Learner back to Active to edit or add activity against the Learner until July then you will not be charged for the months of May and June.

  • However if you need to perform some type of activity in May (i.e. add a document, add/modify the Learner’s record or send an email), you will need to set the Learner back to Active, and you will be charged for that Learner in the month of May.

What am I (the customer) responsible for?

  • It is the Customer’s (your) responsibility to ensure that the learner ‘Is Active’ status is managed in a timely manner.  Tuple will not be responsible if the Customer neglects to update a learner status and will continue to invoice accordingly.

  • Tuple will supply a learner status report to the Customer for reconciliation purposes.

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