Skip to main content

School License Dashboard

Overview of the license dashboard and how to complete common support tasks.

nyx avatar
Written by nyx
Updated this week

The School License Dashboard provides schools with essential insights into how digital books are allocated to students. This tool supports efficient management of digital resources and ensures all students have timely access to required texts.

You can access the dashboard through your Box of Books profile under Analytics and Reporting, where all reporting tools are available to authorized school personnel.

Who Can Access This Dashboard?

Access is granted to school staff members who have:

  • The Booklisting feature enabled

  • The IT Support feature enabled

Key Features of the School License Dashboard

  1. View all school licenses : Get a comprehensive view of all active school licenses that have been setup based off approved booklists for the current academic year.

  2. View cohorts assigned to school licenses : Review which student cohorts are configured to automatically receive digital resources. Cohort data can be provided in two ways:

    1. API Integration: If your school uses an API connection, data updates made to your school's timetable that we connect to would be reflected within 24 hours through our sync process.

    2. Manual Upload: If your school manually provides student information via a CSV that is uploaded to our secure Sharepoint folder, any updates or changes will be processed within 2 business days.

🔔 Note: Timely updates from your school's IT team are essential to avoid delays in digital book access for students and teachers.

Dashboard Overview

The School License Dashboard provides a comprehensive overview of school licenses that can be accessed by the designated school admin's Box of Books profile. It includes information about the text, the cohorts assigned, and the booklist it belongs to. Reviewing the dashboard can provide insight into what cohorts are attached, if there are any missing, and can also be used to identify discrepancies in user allocation.

What are the benefits of using the license dashboard?

Checking the license dashboard for consistency and accuracy of school licenses, along with the availability of timely cohort data, provides the following benefits to the school:

  1. Faster resolution for common issues such as students missing digital texts, as schools are able to carry out basic troubleshooting themselves

  2. Assists us in providing a smoother reconciliation process to schools during Term 2 by reducing order disputes, resulting in a faster turnaround time for invoicing schools. Further information about the school license reconciliation process can be found by clicking on the button below.

    School Reconciliation

  3. Provides the school with transparency around the licensing and reconciliation process

Components of the License Dashboard

Main Dash

  1. This is the title of the booklist, and its status. The licences are grouped under the active booklist they are attached to. If a booklist isn’t showing here, this means it is not currently in an approved status for licenses to be created.

  2. A license line item. Every digital text on approved booklists will have a corresponding license created. On the dashboard here, you can see the following information:

    1. the name of the license

    2. the text that is assigned (name and ISBN)

  3. This is a list of any cohorts that are assigned to the license (if no cohorts assigned, it will display the text "Cohorts Missing")

  4. On each license line item you will see an eye icon. Clicking this button will take you to a more detailed overview of that license.

School License Preview

  1. The name of the cohort and the type of license

  2. The overview tab for a summary of information

  3. This lists any cohorts that are attached to the license

  4. This shows a list of book hires that have been issued. This means that the student has logged into their profile since the license was created, and a copy has been assigned to them.

  5. The fulfillment section will show a list of users whose digital allocation is complete. This is relevant when the allocation is sent to the publisher so they can provision additional resources.


If you would like to view more information about the cohorts assigned to a license, you can check the Cohort view

Cohorts

The cohort view consists of two sections - primary cohorts, and other cohorts.

  1. Primary cohorts will generally consist of main year groups, and the various staff cohorts (Teacher, IT Support, Booklisting).

  2. All other cohorts will show under 'other cohorts'. This includes cohorts created either manually by Box of Books or cohorts received via our API sync with the school's timetable info.

  3. You can identify cohorts that are set to automatically sync with the school's data either via SAML assertions or API sync to the school's timetable by looking for the "Matching Claim" text under a cohort name. This will tell you the code being used to identify the subject on a user’s profile (eg any user with the code '7ENG' on their profile will be assigned to that cohort).

FAQs

Did this answer your question?