AlertTraveler® > License Manager
AlertTraveler® is an add-on subscription service from Terra Dotta. It features an app for iOS and Android devices and utilizes GPS and the itineraries that are already stored in your Terra Dotta software. AlertTraveler® provides travelers with country and city intelligence, safety and security alerts, and an instant check-in option. Administrators have access to AlertTraveler® through a plug-in to their Terra Dotta software. They have the ability to view alerts, view and act on impacted travelers, and issue check-in requests. Administrators also have access to country and city intelligence.
The License Manager page found in AlertTraveler® > License Manager allows you to view the status of your AlertTraveler® license. It also can be used to view the AlertTraveler® status of your travelers and to communicate with travelers who have not yet registered the AlertTraveler® app.
The top of this page is a dashboard regarding your institution’s AlertTraveler® subscription. Items here include:
- A. License usage: This tally displays the total number of AlertTraveler® registrations that have been utilized out of the total number included in your subscription plan. Note that you will receive email notifications if you approach your maximum usage.
- License sharing enabled: If your account shares an AlertTraveler® subscription with another office within your university, the value here displays the total number of licenses used for just your account. If you are not sharing a license, this will not appear.
- B. SMS Usage: This tally displays the total number of AlertTraveler SMS messages delivered through your site out of your allotted total in your subscription plan. Clicking the Details link will display your full SMS Log, providing further filterable and exportable details about your SMS messaging including the phone number to which an alert was sent and it's delivery status (by which you can also filter).
C. Renewal Date: This is the date of the AlertTraveler® license renewal (end of current subscription year) for your institution.
D. License year: This drop down determines which license year of information is displayed on the page. You can change which year you are viewing by selecting the appropriate data set from the menu. The page will then reload with the data for the selected year.
E. Traveler Activation Statuses:
Total: This is a number of all eligible AlertTraveler® users for your current license-year. A traveler is eligible once they have an application in the Committed status to a program with itinerary dates in the future that is not excluded in the Program Eligibility in AlertTraveler® > Settings (if enabled).
Subscribed: The Subscribed license status indicates that the traveler is NOT fully ‘AlertTraveler® ready’ because they have a Terra Dotta itinerary stored and they have NOT generated an email/password combo on the AlertTraveler® Registration panel and therefore is only tracked by the Terra Dotta application itinerary record.
Registered: The Registered license status indicates that the traveler is NOT fully ‘AlertTraveler® ready’ because they have generated an email/password combo on the AlertTraveler® Registration panel but they have not yet entered it into the mobile app and therefore is only tracked by the Terra Dotta application itinerary record.
Activated: The Activated license status indicates that the traveler is fully ‘AlertTraveler® ready’ because their Terra Dotta Itinerary subscription has been stored AND the traveler has activated the app using the AlertTraveler email/password combo generated on the AlertTraveler® Registration panel. Activated travelers are also tracked by the Terra Dotta application itinerary record as well as GPS (if GPS is turned on on the traveler's mobile device).
The information on this page can be filtered using the “Show” dropdown, by keyword search, by itinerary start date, or by license status, either by clicking the desired status tally or using the License Status dropdown.
Each traveler on this page will be displayed with the following information:
User: This column will display the traveler’s name. Clicking their name will take you to their Terra Dotta profile page.
Activation Status: This column will display the user’s license status (Eligible, Subscribed, Registered, or Activated).
Subscribed Date: This column displays the date that an eligible traveler's itinerary was made available to the AlertTraveler® plugin.
Activation Date: This column displays the date the user first successfully logged into the AlertTraveler® app.
Expiration Date: This column displays the date a particular user’s AlertTraveler® license will expire. This will be one year after the Activation Date unless the user never progresses past the “Subscribed” status. In that case, the expiration date will be year after the subscription date.
Finally, this page presents an Options dropdown (F) from which an administrator can select to send an email to selected users or export an Excel file containing their AlertTraveler® information.
Note for Terra Dotta Study Abroad users: If a traveler is showing in the License Manager that is no longer traveling or the application was made in error, and the itinerary has not yet begun, the traveler can be removed by following these steps:
- withdraw the application
- wait 30 minutes and then double check the License Manager to confirm the traveler has been removed
- if desired, scrub the application
Note for Terra Dotta Travel Registry users: Travelers show in the License Manager once they have a profile within the Travel Registry system, even if they have not yet started or submitted a travel registration.
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