Course & Cohort Purchases, Access & Expiry

This guide covers how clients buy courses and cohorts, how to review enrolments, how to grant complimentary access, and how to extend or revoke access.

For building the offerings themselves, see Courses, Cohorts & the Digital Library. For running the live side of a cohort, see Running Cohorts & Live Meetings.

For discounts, installments, and session bundles, see Payments, Coupons & Packages.

1. How clients buy

Clients browse your Storefront:

Courses & Guided Journeys lists published courses, playlists, and single assets. Courses with at least one free preview step also show a Preview button.
Live Cohorts & Group Programmes lists cohorts that are currently open for enrolment.

A cohort card can show:

The start date.
The number of scheduled live calls.
Includes 1:1 Session with Practitioner when a package is bundled.
Running now — late enrolments open for an In Progress & Enrolling cohort.
Remaining seats, or Sold Out when the cap is reached.

Clicking Enrol Now or Enrol in Cohort opens checkout. Clients must sign in or create an account before completing a purchase. Free offerings use Enrol for Free. Coupon codes can be applied at checkout, and any eligible payment plans are shown when the feature is enabled.

When checkout is blocked

A course that is Archived cannot be purchased.
A cohort can only be purchased while its status is Upcoming, Enrolling, or In Progress & Enrolling.
A cohort that is Draft, In Progress, Completed, or Archived is not open for enrolment.
A cohort at its Max Seats limit cannot be purchased.

On a successful cohort purchase, the client receives:

A cohort access grant and the underlying course grant.
Membership of the internal cohort chat room, when internal chat is enabled.
Any bundled 1:1 package credits.
A cohort enrolment email with the curriculum, community, and live session details, plus an .ics calendar attachment when sessions are scheduled.

2. The purchases dashboard

Open Purchases & Enrolments to see all access grants, including course, cohort, and package entitlements.

The table shows:

Client: name, email, and avatar.
Offering: the course, cohort, or package title and its type.
Granted Date.
Access Status: Active, Expired, or Lifetime, with the number of days remaining or the expiry date.
Progress: the client’s completion percentage through the underlying curriculum.
Actions: Extend Expiry and Revoke.

Use the search box to find a client or offering, and sort or page the table as needed.

Each client’s course and cohort access also appears on their profile in Clients under the Courses & Products tab, with its status, expiry date, progress, and an Extend Expiry action.

Cohort-first display: A cohort student normally appears once, against the cohort. The underlying course grant is not listed as a separate course purchase.

3. Granting complimentary access

Use this when you want to give someone free access without charging a card: scholarship students, VIP guests, team members, or a newsletter subscriber you want to invite into a programme.

Open Purchases & Enrolments.
Click Grant Complimentary Access.
Search for a client or newsletter subscriber by name or email, and select them.
- If the person only exists as a newsletter subscriber, an account is created for them and they receive password setup instructions by email.
Choose Course or Cohort, then select the specific offering.
Choose the Access Expiry:
- Lifetime: no expiration date.
- Duration: a number of days from today. Use a preset such as 14, 30, 60, 90, or 365 days, or enter a custom number.
- Fixed Date: access ends on the chosen cutoff date.
Click Grant Access.

The client receives a complimentary access email with a direct link to the offering. Clients who are new to the platform also receive getting-started instructions and a password setup link.

What a complimentary grant includes

Course grant: the same content access as a paid course enrolment.
Cohort grant: cohort access, the underlying course grant, internal chat room membership when enabled, and any bundled 1:1 package credits.
The grant appears on the purchases dashboard immediately.

Complimentary cohort grants are not blocked by the cohort’s status or seat cap, but they do count toward the cohort’s enrolled count and remaining seats.

Existing grants: For the access grant itself, granting the same client and offering again updates the existing row’s expiry and source rather than creating a duplicate row.

4. Extending or changing expiry

On the purchases dashboard, find the client’s row.
Click Extend Expiry.
Choose an option:
- Add Days: adds the number of days to the current expiry date. If access has already expired, the extension starts from today.
- Fixed End Date: sets a specific access cutoff date.
- Lifetime Access: removes the expiry date entirely.
Click Save Changes.

Notes:

Extending a cohort grant also updates the companion course grant, so the student’s curriculum access stays in step with the cohort.
Extending a standalone course grant only affects that course.
Adding days to an expired grant restarts access from today.
The course builder’s Access Duration / Expiry setting applies when a new self-paced course grant is created. It does not rewrite existing grants; use Extend Expiry for clients who already have access.

5. Revoking access

Find the client’s row on the purchases dashboard.
Click Revoke and confirm.

What happens:

The selected access grant is deleted.
Revoking a cohort grant also removes the student’s companion course grant and their internal cohort chat room membership.
Revoking a package grant suspends the client’s remaining package credits so they can no longer be booked.
The client loses access to the offering the next time they try to open it.

Revocation cannot be undone. To restore access, grant it again.

6. What clients see

Courses with an access grant appear in Digital Library under My Journeys & Courses.
Active cohort enrolments appear under Live Cohorts & Intakes, with Enter Cohort or Complete Onboarding.
Cohort students see live calls, replays, chat, homework, and included 1:1 credits inside their cohort space.
A client’s purchases across organisations are summarised in My Purchases.
Once access expires or is revoked, the client can no longer open the offering, apart from any free preview steps. Extend the grant or grant access again to restore it.

7. Troubleshooting

A client paid but cannot see the course or cohort. Confirm the grant appears on the purchases dashboard with Active status. Check that the client is signed in to the correct organisation. For cohorts, check whether onboarding is required.

A client did not receive the complimentary access email. The grant is still created even if the email fails or is suppressed. Check the client’s email address and your email suppression settings, then share the direct offering link manually if needed.

A cohort shows as sold out. The enrolled count includes paid and complimentary cohort grants. Increase Max Seats, or revoke access for students who should no longer occupy a seat. Existing grants that have expired do not count toward the cap.

Access expired earlier than expected. Check the grant’s expiry date, then extend it. Remember that a course’s fixed end date applies to new grants created with that setting; individual grants keep their own expiry until you change them.

A student still has access after revoking a course. Check whether they are enrolled through a cohort. Revoke the cohort grant separately; revoking a standalone course grant does not remove a cohort enrolment.

A client wants a refund or to leave a cohort. Revoke their cohort access to remove the curriculum, companion course grant, and chat membership. Any bundled package credits should be reviewed separately.

Need more help?

If you need help with payments, complimentary access, or access that is not behaving as expected, contact us through the Support Portal.