Blog · Coverage and territory · Education
How an education provider measures utilization of what each institution has bought from the license register and the usage export: seats or logins active against seats purchased, per program per institution, the institutions under a stated utilization ahead of renewal, the ones over it that need more seats, and why a renewal conversation without this number is a price conversation.
An education provider's renewal team knows which institutions are up for renewal. What it rarely has, in one table, is how much each of them has used what they bought. The license register and the usage export, joined on the institution identifier, show it per program. This guide sets out utilization, the two lists, and the timing.
Per institution, per program, per term:
Utilization = active seats ÷ purchased seats Trend = utilization this term against the same term last year
Per renewal:
Retention list = renewal within six months, utilization under threshold Expansion list = utilization over a stated ceiling, or active seats at or above purchased
Institution identifiers only.
active seats ≤ purchased seats, per institution per program
Where active exceeds purchased, either the register is behind or seats are being shared, and both are worth knowing; the row is listed rather than capped.
Renewals in the next six months, one program.
| Institution | Seats | Active | Utilization | Last year | Renewal | Value | List |
|---|---|---|---|---|---|---|---|
| 2207 | 400 | 82 | 21% | 48% | March | $18,000 | Retention: falling |
| 4471 | 250 | 246 | 98% | 91% | April | $11,000 | Expansion |
| 9034 | 120 | 131 | 109% | 95% | March | $5,400 | Expansion: over seats |
| 1187 | 600 | 540 | 90% | 88% | May | $27,000 | Healthy |
Institution 2207 halved its utilization in a year and renews in March. The conversation is about why and what would change it, and it starts now. Institution 9034 has more active seats than it bought, and the renewal is a seat increase with the evidence attached.
Per account manager: renewal value in the window, and the share of it under threshold. Per entity, for trusts and districts: utilization across their sites, so the trust-level renewal conversation has the site detail beneath it.
Usage not joined to the register. The product team has usage; the renewal team has dates; nobody has both.
Active defined loosely. One login in a year counts, and every institution is healthy.
Window too short. Utilization discovered a month before renewal cannot be changed.
Site licenses ignored. Half the base has no seat count and no measure. Use enrollment as the denominator, labeled.
Mapped once, the license register, the usage export and the institution master produce utilization, the trend and both lists every term. Covirage builds this from the exports as they are. The education page describes the setup, and the contracting entity guide covers the roll-up that puts site utilization under the entity renewal.
A login or a completed activity in the period, per seat or per account, at a threshold the provider states: at least one login in the term, say, or a stated number of activities. The definition is written once and the same for every institution.
Utilization against the institution's enrollment or staff count, from the institution master, as the denominator. Labeled as such. It is a weaker measure and still separates a school where forty percent of pupils use the program from one where four percent do.
Two terms. A low-utilization institution needs a term of onboarding or training to change the number, and the renewal decision is often made a term before the date. Six months is the usual window on the report.