Managing institutions Consortium Admin

Managing Institutions

The Pro page lists every institution registered under your consortium. The heading shows the total — Licences(468) — and each row is one institution's licence.

What the table shows

Twelve columns, most of which can be sorted by clicking the arrow beside the heading:

• Licence Id — the institution's identifier, worth quoting when raising a support ticket.
• Institution name, Name, Email, Location — the institution and its co-ordinator.
• Start Date and Expiry date — the licence period.
• Account manager — whoever at your organisation owns the relationship.
• Users and Allocated — how many user accounts and documents the institution was granted.
• Submissions — how many documents it has actually used.
• Actions — the edit and open buttons described below.

Comparing Allocated against Submissions is the quickest way to see who is running out of documents and who is barely using theirs.

Finding an institution

• Search by Institution name filters the list as you type.
• Clicking a column heading sorts by it. Sorting on Expiry date is the fastest way to spot licences about to lapse.
• The CSV button beside the search box exports the list, which is useful for a renewals review outside the system.

Editing an institution

The pencil in the Actions column reopens the same form used to create the institution, prefilled with its current values. Change what you need and save.

This matters when an institution renames itself or the co-ordinator leaves. Increasing the users or submissions allocation is straightforward; changing who the account belongs to is not, so raise it with the DrillBit team through the support centre.

Opening an institution

The arrow beside the pencil opens the institution itself, where you will find its Users and Info tabs — the user list, their statistics, and the licence summary including documents allotted against documents consumed. That is covered in institution users.