Managing Your Beyond the Job Licences

Your provider dashboard gives you full control over your Beyond the Job licences. You can see how many licences you hold, which apprentices have activated them, and how many remain unused. You can also move licences between apprentices or request additional capacity when your cohort grows.

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Key licence tasks

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View active licences

Open the Licences tab in your provider dashboard. You will see a table showing every licence in your account, including:

• The apprentice name and email (if allocated)
• Activation status (invited, activated, or expired)
• Date allocated and last activity date

Use the filters to narrow by cohort, programme standard, or status.

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Allocate a licence to an apprentice

1. Go to Licences and click Allocate Licence.
2. Enter the apprentice’s name and email address.
3. Select the relevant cohort or programme standard (optional, but recommended for reporting).
4. Click Send Invite. The apprentice receives an email with activation instructions.

The licence is reserved immediately and counts against your total until it is expired or reassigned.

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Reassign an unused licence

If an apprentice leaves the programme or never activates their invite, you can reclaim the licence:

1. Find the apprentice in the Licences table.
2. Click the three-dot menu and select Reassign Licence.
3. Confirm the action. The licence returns to your available pool instantly.
4. Allocate it to a new apprentice using the steps above.

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Request additional licences

If your available licences are running low, click Request More Licences in the Licences tab. This opens a short form where you can specify how many licences you need and which programme they are for. The Beyond the Job partnerships team will respond within two working days with options and next steps.

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Next steps

Once your licences are allocated, you can start monitoring how apprentices are using them. Read about tracking engagement and progress to learn what data is available in your dashboard.