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How to assign a Ciphr Academy Licence

Shirley Bousfield
Updated

HR

Step-by-step guide

This guide explains how to assign a Ciphr Academy Licence in your HR system so users can single sign on to the Academy.

Contents

Overview

When a Ciphr Academy licence is active, basic information about the user will pull through to Academy from the HR system via a data feed, to create and maintain their account.

Notes:

  • Please allow up to 24 hours for a new account to be created via the data feed when assigning a new licence.  Accounts become active from the start date in Personal Details
  • System Administrators automatically get an Academy licence so you don't need to assign one separately
  • When processing a leaver, this should be completed before an Academy licence is unassigned to ensure the person’s leave date pulls through to Academy to close their account. Any future class bookings on Academy after a leave date will be automatically cancelled

 

Assign a Ciphr Academy Licence

To set up Ciphr Academy users they must be assigned a Ciphr Academy Licence.

  • Go to the following area:
    • Latest (left-hand) menu: System Configuration > Licensing
    • Pre 2025 (top) menu: System > Security > Licencing
    (you must have write access to this page which can be checked via Role Management)
  • Select the Ciphr Academy tab
  • Users who have a licence assigned to them will be listed (note System Administrators listed on the separate tab will also have an Academy licence)
  • Click + Add Ciphr Academy Users to add a licence to a user
  • Use the search field options and criteria options to narrow down who you are looking for
  • Locate and then click on the name(s) of the required employee(s) (hold down Ctrl to select multiple records)

 

Tips:

  • Academy Licences must be attached to a Primary record if the person has more than one job role and has (a) Secondary record(s). Where someone has more than one job use the Is Primary Job filter to ensure you select the correct record (this will only apply to people with multiple roles)
  • When assigning licences, check the Start Date column to ensure the date has been populated and note if it's in the future, their Academy account won't become active until that date.
  • Click Add Ciphr Academy Users
  • The selected User(s) will be added to the list of Ciphr Academy Licence holders
  • Click Update to save the additional User(s)
Notes:
  • At the top of the Ciphr Academy tab it displays the number of users assigned a Licence in green and the number of remaining Licences available to assign in grey.
  • Please allow up to 24 hours for the data sync to create your new licence-holder's account in Ciphr Academy which will be effective from their start date.
  • If you have used all of your available licences and require an increase, please contact your Customer experience manager.

 

Remove a Ciphr Academy Licence

A Remove button will show to the right of each record if you wish to remove the Licence to reallocate it.

A ‘cool off period’ will be activated when a Licence is removed/reallocated which will prevent further Licence (re)allocations to be made for a period of 30 days as indicated by the date specified. Selecting Yes to the message below will temporarily hide the Add Ciphr Academy Users button and Remove buttons from the existing Licences during the cool off period.

 

 

During the cool off period the Licence will show as red on the header bar.

 

 

Note: When processing a leaver, this should be completed before an Academy licence is unassigned to ensure the person’s leave date pulls through to Academy. Any future Academy class bookings after a leave date will be automatically cancelled.

 

Ciphr Academy Profile

Ciphr Academy Licences can also have Profiles but this area is not currently in use.

 

Access the Ciphr Academy

Once a User has been assigned a Licence, the Ciphr Academy action button will appear in the menu bar in HR, so they can access via Single Sign On (SSO).

Latest (left-hand menu)

 

Pre-2025 (top) menu

 

Note: Remember to allow up to 24 hours for the data sync to create your new licence-holder in Ciphr Academy. They will not be able to login to Academy until the sync has taken place and created their user account in Academy.

Ensure they have a start date populated in Personal Details as this is when the account will become effective from.

 

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