---
title: "Subscription renewal & license management"
url: "https://help.is-fox.com/en/article/subscription-renewal-license-management"
language: "en"
last_updated: "2026-03-19T18:54:50.713Z"
---

# Subscription renewal & license management

This article outlines our subscription renewal process and how licenses are managed to ensure seamless usage for your organization while respecting your active employee enrollments.

## What happens during subscription renewal?

Renewing your subscription ensures uninterrupted access to our platform for the next billing period. Here's an overview of the process:

### Subscription renewal overview:

-   **Status:** Your subscription will be set to *active* upon renewal.
-   **Billing Status:** Payment is due, and the system provides a **14-day grace period** for payment.
-   **Current Period:** The new period starts on the renewal date and ends one year later.

### License reset during renewal:

-   Licenses for employees who are **actively enrolled** in trainings will be **reserved** for them, ensuring they can continue taking the training.
-   Licenses tied to employees **with no active enrollments** or **deleted users** will automatically reset to ***available***, freeing licenses up for reassignment.
-   Any unused licenses will also remain **available** for the next billing period.

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## How are licenses managed if I decrease the number of licenses?

When reducing the number of licenses in the new billing period, licenses are removed from your subscription in a hierarchical order to minimize disruption of active trainings:

1.  **Available licenses:** Start by removing available licenses.
2.  **Reserved licenses:** Next, remove licenses assigned to employees but that are not used yet. 
3.  **Used licenses (no active enrollments):** Finally, remove licenses from employees who are not actively enrolled in any training (e.g., former employees).
4.  **Used licenses (active enrollments):** We remove licenses of actively enrolled students. Which will trigger an unenrollment. 

Make sure to free up your licenses or **unenroll** the employees who you do not want to assign licenses next billing period. 

> ***Example**:* If an employee has completed all their courses but left the organization, and the admin has unenrolled or deleted their user profile, their license will be made ***available*** in the new billing period for reassignment.

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## What happens if I reduce the number of training areas?

If the new subscription includes fewer topic areas than the current one:

1.  **Unenrollment:** Employees will be unenrolled from all trainings associated with the removed topic areas.
2.  **Archiving of trainings:**
    -   Impacted trainings will be marked as "archived".
    -   While archived, admins can still access the completion history of the training but cannot perform actions like enrollment or modifications.
    -   Archived trainings can be deleted if necessary.

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## How does the license reset process handle active enrollments?

The license reset process is designed with **active enrollments in mind**. Here's how licenses adjust after renewal:

-   Licenses consumed by employees enrolled in active trainings will transition to ***reserved*** status, guaranteeing their continued access.
-   Licenses linked to users who are unenrolled, deleted, or inactive are reset to ***available***, allowing your team to reassign them.

> ***Example 1**:* If an employee has completed three courses and remains enrolled, their license is retained as Reserved.
> 
> ***Example 2**:* If the admin unenrolls an employee who left the company, their license will reset to Available and remain unassigned in the new period.

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## What happens to deleted users?

If an employee has been deleted from your account:

-   Their licenses will automatically reset to ***available*** during renewal, even if they previously completed courses or were actively enrolled before deletion.
-   These licenses can then be reassigned to other employees in your organization.

> ***Example**:* A former employee’s license becomes **available** for other employees, as the system no longer recognizes deleted users.