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The Knowledgebase

AlertTraveler®: License Manager

The License Manager page allows admins to view their travelers' AlertTraveler® activation status and communicate with travelers who have yet to register the AlertTraveler® app.

This article discusses the following topics:

Access and Permissions

The License Manager page is accessed by navigating to AlertTraveler > License Manager

In order to use the License Manager, the admin must be in a permission group that has the following permissions:

  • AlertTraveler: License Manager 

Note: For optimal experience, the user should be in the AlertTraveler permission group. 

 

License Dashboard

The dashboard at the top of this page displays information regarding your institution’s AlertTraveler® license year:
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Items here include:

  • License usage: This tally displays the total number of AlertTraveler® registrations utilized out of the total number included in your subscription plan.
    • Users indicated as "Primary Travel Officers" under AlertTraveler>Settings>Notifications will be notified via email when their license usage is at 90%, 100%, and 110%. You can designate admins as Primary Travel Officers in AlertTraveler>Settings> Admin Notifications by clicking the edit pencil next to the user's name.
    • License sharing enabled: If your account shares an AlertTraveler® subscription with another office within your university, the value here displays the total number of licenses used for just your account. If you are not sharing a license, this will not appear.
  • SMS Usage: This tally displays the total number of AlertTraveler® SMS messages delivered through your site out of the allotted total in your subscription plan.
    • Clicking the Details link will display your full SMS Log, providing further filterable and exportable details about your SMS messaging, including the phone number to which an alert was sent and its delivery status:

 

  • Renewal Date: This is the date your current AlertTraveler® license will renew. 

  • License year: This drop down determines which license year of information is displayed on the page. You can change which year you are viewing by selecting the appropriate license year from the menu. The page will then reload with the data for the selected year.

  

Activation Statuses

Each user that appears in the License Manager will have an "Activation Status" that indicates the current state of their license. AlertTraveler® licenses last one year after their Activation date. If the user never progresses past the subscribed status, their license will last one year after their subscribed date.

These statuses include:

  • Subscribed: The Subscribed license status indicates that the traveler is not fully AlertTraveler® ready. They are eligible for AlertTraveler®, and their itinerary is being tracked for alert purposes, but they have not generated a password on the AlertTraveler® Registration panel within their profile or via the AlertTraveler®: App Activation Material.
  • Registered: The Registered license status indicates that the traveler has generated their password  on the AlertTraveler® Registration panel but has not yet entered it into the mobile app. Like subscribed users, registered users are only tracked by their itinerary record.
  • Activated: The Activated license status indicates that the traveler is fully AlertTraveler® ready; their itinerary subscription is being tracked and the traveler has activated the app using the AlertTraveler® password generated on the AlertTraveler® Registration panel, or within the AlertTraveler®: App Activation Material. Activated travelers are tracked by their itinerary record and their device's GPS. Note: The traveler must allow the AlertTraveler® app access to GPS tracking on their mobile device for GPS tracking to work as expected. 
  • Expired: The Expired license status indicates that the traveler's subscription is expired. Licenses expire when the year of eligibility has passed. If the traveler has an itinerary that extends past this date, they will automatically be enrolled in the next license year using an additional license. 

  

License Manager Columns

By default, the following columns are displayed in the license manager user table: 

  • User: This column displays the traveler’s name. Clicking their name will take you to their Terra Dotta profile page.
  • User Email: This column displays the primary email associated with the user's account. 

  • Activation Status: This column will display the user’s license status (Eligible, Subscribed, Registered, or Activated).

  • Subscribed Date: This column displays the date that an eligible traveler's itinerary was made available to the AlertTraveler® plugin.

  • Activation Date: This column displays the date the user first successfully logged into the AlertTraveler® app.

  • Expiration Date: This column displays the date a particular user’s AlertTraveler® license will expire. This will be one year after the Activation Date unless the user never progresses past the “Subscribed” status. In that case, the expiration date will be one year after the subscription date.

To see more user license data, select the Hide/Show dropdown menu: 

Additional data column options include: 

  • Username: This column displays the traveler’s unique identifier. Some institutions refer to this identifier as the UUUID, UUID, etc. If the user is external, they will not have an institutional unique identifier, so their email address will appear here. 
  • Activation Timestamp: This column displays the UTC time the user first successfully logged into the AlertTraveler® app.
  • License Year: This option can be displayed if the admin finds it useful for the export feature
  • Account Name: This column displays the account name for the site with which the Traveler is associated. This column is most useful for offices that use Travel Registry's Multi Campus feature.

   

Options Menu

The Options dropdown allows the admin to send an email to selected users or export an Excel file containing their AlertTraveler® information. The export will contain information from columns that are displayed in the interface:

License Manager Filters

License manager filters allow admins to refine and customize their search experience. These filters are located near the top of the License Manager just above the user data table:

 

  • Campus or Account: This option appears for clients with multiple campuses, or a parent/child configuration for their Travel Registry and Study Abroad sites.
  • Activation Status: This option filters users based on the activation status of their license. See Activation Statuses for more information. Note: The non-activated filter option will display users who's license is Subscribed or Registered.
  • Itinerary starts in: This option allows the admin to filter for itineraries that meet any of the following conditions: 
    • All
    • Next 24 Hours
    • Next 7 Days
    • Next 30 Days
    • Custom

This filter option is particularly useful for admins who wish to send travelers an email reminding them to download and activate the AlertTraveler® app prior to their departure. 

  • Subscription Status: This filter allows admins to easily check which AlertTraveler® users have a subscription that is:
    • Active: The following activation statuses mean the user has a license that it Active:
      • Subscribed
      • Registered
      • Activated 
    • Expired: This will display licenses that have an activation status of expired.
    • Expiring within the next 24 hours
    • Expiring within the next 7 days
    • Expiring in the next 30 days
  • Search: This is a keyword search filter that allows the admin to filter by keywords, including name, email, username, etc. 

Clicking on the following icon will remove your filters:

Clicking on the following icon will apply your filters and initiate the search:

 

 

Revoking A License from a User

In very specific circumstances, a license can be revoked from a user and returned to your institution's unused license total. 

Terra Dotta Travel Registry: Users show in the License Manager, and thus use a license, once they have a profile within the Travel Registry system. This is still the case even if they have not yet logged in or submitted a travel registration. Licenses cannot be revoked on Travel Registry sites. 

Terra Dotta Study Abroad + AlertTraveler® add-on: If a traveler is showing in the License Manager who is no longer traveling, their itinerary has not yet begun, they have not been impacted by an alert,  and the traveler still has the status of Subscribed, then the traveler can be removed by following these steps:

  1. Withdraw the application.
  2. Remove the itinerary from the application.
  3. Wait one hour and then double-check the License Manager to confirm the traveler has been removed.
  4. If desired, scrub the application. Do not scrub the application prior to confirming the user no longer appears in the License Manager. Make sure to check the current and previous license year. 

Once steps 1-3 are complete, the license will be returned to your unused license total.