aXcelerate account fees are calculated according to a count of Billable Learners. Once this count of Billable Learners is reached, every Billable Learner over this limit will incur additional fees.
Understanding what defines a Billable Learner, and how the total count of this is calculated, is important for gauging what Licence tier you should be on, as well as avoiding unnecessary fees.
Tip: If you have any queries relating to your current licence agreement or how we charge you for our service, please refer to the Pricing page on our website or contact our Customer Success Team.
Billable Learner Definitions
A Billable Learner is any Contact that is enrolled in a Workshop, Qualification or E-Learning activity during your service agreement period with aXcelerate. This includes enrolments that were created before the current service agreement, but have not yet been completed/cancelled before the current service agreement period.
Some specific examples when a Contact is counted as a Billable Learner are listed below:
- A Contact who has been booked on a Workshop, where any day is inside your service agreement period. A cancelled booking is not included.
- A contact who has a Class enrolment date inside your service agreement period with at least one unit enrolment, where the outcome identifier is not 'W' (Withdrawn), 'NYS' or 'N.R'.
- A contact who is enrolled in a Class with at least one unit enrolment, where any day between the unit start date and the unit end date/proposed end date falls inside the service agreement period.
Examples of situations where a Contact is not counted as a Billable Learner are:
- A Contact that has been enrolled as a tentative enrolment.
- A Contact that has not been enrolled in any kind of learning activity (Workshop, Qualification, or E-Learning).
- A Contact whose training took place entirely outside of the service agreement period, i.e. both their enrolment date and their completion/cancellation date are before the service agreement period.
Warning: Setting a student's Contact Record as inactive will not exclude them from your Billable Learner numbers if the student has participated in training within the service agreement period.
Tip: You can track which specific Contacts are being recognised as Billable Learners by utilising the Billable Learners Report available via the Report Builder. This will also let you filter the data that appears in your report, and customise the display of the results.
Billable Learner Count
While the definitions of what a Billable Learner is are fairly binary, when calculating the actual numbers of Billable Learners it is important to remember that there are two key figures:
- Current Billable Learners; this is the number of Billable Learners at this very moment. This number can go up and down, depending on whether you enrol or cancel students.
- Maximum Billable Learners; this is the highest number of Billable Learners recorded (during the current service agreement period) when aXcelerate caches Billable Learner numbers overnight. This number can not decrease.
The fees for your aXcelerate Licence are based upon the Maximum Billable Learners, not the current. This means that creating several brand new enrolments one day will not see your Billable Learner count drop if you withdraw all those same students the following day, as the number of Maximum Billable Learners has already been logged overnight. To use a rolling example with simple numbers:
- Day One
- 100 Contacts are enrolled in learning activities and are left in that state overnight. The Maximum Billable Learners is 100, and the Current is 100.
- Day Two
- 30 learners are cancelled. The Maximum is now 100, and the Current is 70.
- 20 learners are enrolled. The Maximum is now 100, and the Current is 90.
- 15 more learners are enrolled, and everything is left overnight to cache. The Maximum is now 105, and the Current is 105.
- Day Three
- 5 learners are enrolled, pushing the Current up to 110. These are then immediately cancelled on the same day, bringing the Current back down to 105. When the overnight cache occurs, the Maximum remains at 105.
Note: To use a metaphorical example, this behaviour is equivalent to a bucket (Maximum Billable Learners) being filled up with water (Current Billable Learners). If the water exceeds the capacity of the bucket, a larger bucket will need to be used. Your aXcelerate Licence fees are calculated based upon the size of this “bucket”, not the water within it.
In practice, this means that any cancellations or deletions of training activities should be performed as soon as possible, in order to prevent your count of Maximum Billable Learners from being needlessly increased.
Billable Learners and Data Migration
If you are going through Data Migration, it is possible that student records imported via this process will contribute towards your Billable Learner counts. The main thing to keep in mind is that, as per the definitions above, a Contact is considered a Billable Learner if they were in a training activity at any point during your service agreement period. To use an example:
- A service agreement begins in January
- In the previous student management system (not aXcelerate), the student is resulted and recorded as completed in February.
- Data migration occurs in March, importing the completed student into aXcelerate.
Even though the contact in the above example is brought across to aXcelerate in an already completed state, because they were still in progress at the beginning of the service agreement, they will be recorded as a Billable Learner.
As E-Learning, SCORM enrolments will cause a Contact to be counted as a Billable Learner. Further to this, each student with commenced SCORM enrolments attracts an additional fee, which is outlined in our SCORM article.
While a student will be counted as a Billable Learner based upon the definitions above in relation to E-Learning, the extra SCORM fee adheres to the following rules:
- SCORM enrolments with a status of Commenced or greater count towards the fee - a Booked status does not count.
- Cancelling a Booked student will prevent a SCORM fee from being incurred. Cancelling a Commenced student will NOT prevent the SCORM fee.
- A student with Multiple SCORM enrolments will still only be billed once (similar to how Billable Learners are calculated).
Warning: User-Based licence tiers are no longer available. However, any clients already on a User-Based licence, will remain on that licence until they move to a Learner-Based licence.
Licence tiers that are User-based rather than Learner based have no limit on how many Billable Learners can be enrolled into the aXcelerate account. Instead, they will limit how many different logins may be created in the account. After reaching this limit, you will either need to deactivate old Users, or increase your Licence tier in order to create new logins.
This User limit only applies to Administrator and Trainer User Roles. The following User Roles do not count towards this limit:
Note: Partner user roles are considered Administrators, so will count towards this limit.
Warning: Even though User Based Licences do not bill in regards to Billable Learner numbers, the extra SCORM enrolment fee mentioned above still applies.
Billable Learners FAQs
Does Withdrawing/Cancelling a student reduce the billable learner count?
Cancelling a student reduces the current billable learner count. However, it will not reduce the maximum billable learner count. Instead, it will create a ‘space’ to enrol a new learner without further increasing your maximum count.
When cancelling an enrolment, do I need to cancel their Workshop and E-Learning enrolments as well?
Yes. You need to cancel all enrolments for a student to no longer count. This includes setting E-Learning Access End dates to the correct cancellation date (i.e., not in the future).