Deliver an exceptional customer experience by equipping Seat Managers with an intuitive dashboard to efficiently track and manage their enrollments, seats, and learner activity.
In this article:
Admin Dashboard for Seat Managers
About This Feature
Seat Managers are an important part of the (B2B) business-to-business sales process. Users with the Seat Manager role get access to the intuitive dashboard to efficiently track and manage their enrollments, seats, and learner activity.
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Dedicated Seat Manager Role & Dashboard
The Seat Manager role is automatically assigned to buyers who make a Group Order purchase to oversee seat distribution and learner tracking from a centralized hub. -
Actionable Insights & Notifications
View claimed/unclaimed seats, enrollment history, last logins, and receive alerts when learners enroll to drive timely engagement. -
Buy More Seats, Anytime
Easily buy more seats anytime from the dashboard.
Assign a Seat Manager Role
The role is automatically assigned to any user who makes a Group Order purchase, either directly through a Thinkific checkout or by paying for the invoice for multiple seats. Once the group order purchase or an invoice payment is successfully completed, the user will have access to the Admin Dashboard, customized for Seat Managers.
There are no limits on how many seat managers you can have - you can have as many seat managers as group orders processed on your site!
Seat Managers manage only their own seats and students - this ensures secure, separate access across customers.
At the moment, it is not possible to assign the role manually or unassign the role.
To find all users with a Seat Manager role, use the Role is Seat Manager filter in the User Table.
Seat Manager Permissions
A Seat Manager can do the following when accessing their Admin Dashboard:
- View the number of seats purchased, claimed, and still available, self-enroll in a seat and buy more seats as needed.
- Generate, retrieve, and share sign-up links. These links must be used by learners to enroll in the product purchased for them.
- View details of students who have enrolled/claimed a seat. This includes the students':
- Name
- Email address
- Date created/enrolled
- Date last signed in
- User role type
- Enrollment status
- Unenroll students
- Manually/bulk enroll students- available on all Plus plans.
Admin Dashboard for Seat Managers
Admin Dashboard for Seat Managers allows seat managers to track and manage their enrollments, seats, and learner activity.
On their dashboard, Seat Managers can view products recently purchased through Group Orders. They can see how many seats were purchased, how many were claimed, and how many are left unclaimed. They can also share the sign-up link. When selecting the Manage button, they will be brought to the seat management table.
Here, they can see the information of students who enrolled in a product using the sign-up link generated during the Group Order purchase. They can also share the link and purchase more seats for the same product.
Access the Admin Dashboard
When signing in, Seat Managers will automatically be directed to their Dashboard. They can also access their dashboard by:
- Selecting the View your Admin Dashboard button that appears at the bottom of their Student Dashboard
- By selecting the Admin dropdown option when clicking on their name in the header of the Student Dashboard
- By selecting the View my Admin Dashboard link from the Group Order email notifications
Manage Seats
Seat Managers can manually manage their purchased seats, like enrolling students or unenrolling them.
Manually Enroll Students
Seat Managers can manually enroll students in the products they have purchased seats for. To do that:
- From their Admin Dashboard, Seat Managers can find the product they purchased
- Click Manage
- Click Enroll
- Select Add user individually
- Provide student information
- Click Create and enroll
The user will be created and enrolled in the selected product, claiming one of the purchased seats.
Manually Unenroll Students
Seat Managers can manually unenroll students from the products they have purchased seats for. To do that:
- From their Admin Dashboard, Seat Managers can find the product they purchased
- Click Manage
- Find the user using a search bar
- Click on the three dots next to the student who needs to be unenrolled
- Select Unenroll
- Confirm the selection by clicking Unenroll
The student's enrollment status will be changed to Expired, and they will no longer have access to the product. Note that their seat cannot be reassigned, and unenrollment does not change the claimed seat amount.
Bulk Enroll Students
Seat Managers can bulk enroll multiple students in the products they have purchased seats for at one time from a CSV or XLSX file. To do that:
- From their Admin Dashboard, Seat Managers can find the product they purchased
- Click Manage
- Click Enroll
- Select Bulk import with file
- Download the template and add your student first names, last names, and emails
- Click Upload file
- Click to select your file to upload or drag and drop your file
- Click Upload
- Click Import
Once the import is complete, the users will be created and enrolled in the selected product, claiming the purchased seats.
Seat Manager Notifications
The Seat Manager will receive a purchase receipt (if enabled). The receipt will show the quantity purchased and will include the link to the Admin Dashboard at the bottom of the receipt.
The Seat Manager will also receive an email notification when the first student signs up using the Seat Manager's sign-up link. This email is sent for the first claimed seat only.
Note that the seat claim email cannot be disabled or modified.
Important Considerations
- Any users who make a Group Orders purchase or have made one in the past are assigned the Seat Manager role.
- An unlimited number of seat managers are available on Grow and above.
- Seat Managers can manage the seats they purchased - it is not possible to allow them to manage seats that they have not purchased.
- At the moment, it is not possible to assign the Seat Manager role manually or unassign the role.
- When signing in, Seat Managers will automatically be directed to their Dashboard. Products they are enrolled in can be accessed by clicking the My student dashboard button.
- The Admin Dashboard is only available in the English language.
- The seat claim email cannot be disabled or modified.
Frequently Asked Questions
Can I disable the Seat Manager role?
The Seat Manager role is closely related to the Group Orders and is available to creators on TCommerce and on Grow plan and above. To disable the role, disable the Group Orders feature by following these instructions TCommerce: Group Orders. It is not possible to disable the role while keeping the Group Orders feature active.
What happens if I disable the Group Order feature or downgrade to a plan where Group Orders and Invoicing features are not available?
When the Group Orders feature is disabled or your plan is downgraded to one where Group Orders and Invoicing are not available, the existing Seat Manager will continue to have access to their dashboard and can continue to administer and manage the seats and students they are responsible for. Note that no new Group Orders can be made, so additional seats cannot be purchased.
Can a user with another role (e.g. Group Analyst) also be a Seat Manager?
A user with most other roles can also be a Seat Manager. They will see options from both roles reflected in their Admin Dashboard (e.g. options to manage courses and track student progress, if a user is both a Group Analyst and a Seat Manager).
Note that Site Owners and Site Admins will not be assigned a Seat Manager role, even after making a Group Order purchase. Similarly, users with an existing Seat Manager role cannot be assigned a Site Admin role.
Will the Seat Manager user role assignment appear in existing webhooks?
Yes, the User_Signup and User_Updated webhook payloads currently include the role type. If the user’s role type is Seat Manager, this will be indicated in the webhook payload.
What is the maximum number of users that can be bulk enrolled at a time?
Seat Managers can bulk enroll up to 5,000 users at a time, provided they have enough available seats for those users.
Why is my bulk enrollment file import failing?
Before we process the file, we run a basic check to make sure the file meets the required format and conditions. A bulk enrollment file may fail to import if:
- The file format is incorrect: The file must include all required columns (First_Name, Last_Name and Email Address). Ensure there are no extra commas, periods, blank spaces, or other punctuation marks on your sheet.
- The file is blank: If there are no user records in the file, it will fail to import.
- There are not enough available seats: If the number of users the seat manager is trying to enroll, exceeds the number of available seats, the file import will fail.
- A previous file is still being processed: A new file import cannot be initiated while a previous one is still being processed. Wait for the current import to finish before uploading another file.
- The file contains more than 5,000 records: If the number of user records in the file exceeds the 5,000 record limit, the file import will fail.