# 3. License Entitlements & Usage

User Type: **Training Institute**
Source: *Mi Digital Academy - Education CRM Features Document*

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## 3. License Entitlements & Usage

### 3.1 Entitlement Overview
**What it does:** Shows the Training Institute its license entitlements: the total entitled licenses, the licenses in use, the headroom, and the entitlement by tier. The Institute sees the entitlement at a glance and can compare it to the current usage. This shows the institute how much capacity it is entitled to.

**Sub-features:**
- Entitlement overview
- Total entitled licenses
- Licenses in use
- Headroom shown
- Entitlement by tier
- Entitlement vs usage comparison
- Overview available on web and mobile
- Overview event logging (viewed)
- Audit logging of the entitlement overview

**Training Institute User Journey:**
1. Training Institute opens the entitlement overview.
2. The entitlement overview is shown.
3. The total entitled licenses are shown.
4. The licenses in use are shown.
5. The headroom is shown.
6. The entitlement by tier is shown.
7. Training Institute opens Profile → "Activity" and confirms the overview events are recorded.

**Rules & Edge Cases:**
- The headroom equals entitled minus in use.
- The entitlement is by tier.
- Overview events (viewed) are logged with the account and the timestamp.
- The entitlement overview is audit-logged with the account and the timestamp.

### 3.2 Usage vs Entitlement Alerts
**What it does:** Alerts the Training Institute when usage approaches the entitlement: a warning at a configurable threshold and a block when the entitlement is reached. The Institute sees the alert and can purchase more licenses or release some. This prevents the institute from exceeding its entitlement.

**Sub-features:**
- Usage threshold warning
- Entitlement reached block
- Configurable threshold
- Alert with the current usage
- Purchase or release from the alert
- Alerts available on web and mobile
- Alerts event logging (shown, action taken)
- Audit logging of the usage vs entitlement alerts

**Training Institute User Journey:**
1. Training Institute receives a usage vs entitlement alert.
2. The usage threshold warning is shown.
3. The entitlement reached block is shown.
4. The configurable threshold is applied.
5. The alert shows the current usage.
6. Training Institute purchases or releases from the alert.
7. Training Institute opens Profile → "Activity" and confirms the alerts events are recorded.

**Rules & Edge Cases:**
- The block prevents new assignments beyond the entitlement.
- The threshold is configurable.
- Alerts events (shown, action taken) are logged with the account and the timestamp.
- The usage vs entitlement alerts is audit-logged with the account and the timestamp.

### 3.3 Entitlement Change History
**What it does:** Shows the Training Institute the entitlement change history: every change to the entitled license count with the date, the old and new count, and the reason. The Institute can filter by period and export the history. This provides a record of how the entitlement has evolved.

**Sub-features:**
- Entitlement change history
- Date, old and new count, and reason per change
- Filter by period
- Export the history
- History paginated
- History available on web and mobile
- History event logging (viewed, exported)
- Audit logging of the entitlement change history

**Training Institute User Journey:**
1. Training Institute opens the entitlement change history.
2. The entitlement change history is shown.
3. The date, old and new count, and reason are shown per change.
4. Training Institute filters by period.
5. Training Institute exports the history.
6. The history is paginated.
7. Training Institute opens Profile → "Activity" and confirms the history events are recorded.

**Rules & Edge Cases:**
- The history is immutable and append-only.
- The history is filterable by period.
- History events (viewed, exported) are logged with the account and the timestamp.
- The entitlement change history is audit-logged with the account and the timestamp.