Throughout this guide, references to your billing year (period) are based on the individual start and end dates outlined in your aXcelerate agreement.
These dates will likely differ from the calendar year and are unique to your organisation’s licence. Please refer to your agreement or your aXcelerate Dashboard if you're unsure of your current billing period.

Under the Long Course Learner billing model, you choose a licence tier based on the number of Long Course Learners you expect to have during your 12-month billing period.
If you exceed this limit, each additional learner will incur additional fees.

That is why it is important to:

• Clearly understand what counts as a Long Course Learner, and
• Know how your total is calculated, particularly the difference between current and maximum counts.

This helps you choose the right licence tier and avoid unexpected charges throughout your billing cycle.

A Long Course Learner is anyone enrolled in a Workshop, Qualification, or E-Learning activity that takes place at any time during your current 12-month billing year (period) with aXcelerate.

This includes learners who:

• Started before the current billing year (period) but whose enrolment is still active, and
• Has not been completed or cancelled yet.

In other words, if the course overlaps with your current billing year (period)—even slightly—the learner is counted.

A learner is counted if any part of their enrolment overlaps with your current billing year (period), as shown in the examples below:

1. Workshop Enrolment
   • The learner is booked into a Workshop, and at least one session day falls within your billing year (period).
   • Cancelled and tentative bookings are not counted.
2. Class Enrolment (based on enrolment date and unit outcome)
   The learner has a Class enrolment within the billing year (period),
   • And they have at least one (1) unit of competency where the outcome is not:
     'W' (Withdrawn),
     'NYS' (Not Yet Started), or
     'N.R' (Not Reported).
   • And that one (1) unit of competency has a start or end date that falls within your billing year (period).

• A Contact who has been booked on a Workshop, where any day is inside your service agreement period. A cancelled booking is not included.
• A contact who has a Class enrolment date inside your service agreement period with at least one unit enrolment, where the outcome identifier is not 'W' (Withdrawn), 'NYS' or 'N.R'.
• A contact who is enrolled in a Class with at least one unit enrolment, where any day between the unit start date and the unit end date/proposed end date falls inside the service agreement period.

• A Contact that has been enrolled as a tentative enrolment.
• A Contact that has not been enrolled in any kind of learning activity (Workshop, Qualification, or E-Learning).
• A Contact whose training took place entirely outside of the service agreement period, i.e., both their enrolment date and their completion/cancellation date are before the service agreement period.

A learner will not be counted towards your Long Course Learner total in the following situations:

Fees for your aXcelerate Licence are based on the Maximum Long Course Learners (which can be viewed using your aXcelerate dashboard).
Current Long Course Learners is used to help you understand your current operational numbers.

Creating several brand new enrolments one day will not see your Long Course Learner count drop if you withdraw all those same students the following day, as the number of Maximum Long Course Learners has already been logged overnight. To use a rolling example with simple numbers:

When it comes to billing, there are two (2) key numbers to understand:

🧠 Why The Maximum Does Not Decrease

Maximum Long Course Learners reflect the greatest number of billable learners you have had during your billing year (period). Think of it like a high-water mark; although the amount of water in a container at any one time may go up or down, the highest point it has ever reached will never go down. Remember that aXcelerate’s billing model works off this Maximum Long Course Learners figure.

📆 Simple Example (3-Day Timeline)

Even though you cancelled the 5 learners on Day 3, the Maximum does not drop because the highest number that day was still 110 before the cancellation, and the overnight cache keeps the peak number (105 from the previous day).

It is important to keep on top of your Billable Learners to avoid unnecessary charges.
A few tips are:

📊 Check your Learner Report monthly (we send it to your Key Contact)
📈 Adjust your learner tier if numbers grow
✅ Flag course types correctly (Short vs Long*)
             *This only applies if you are on a Hybrid billing agreement

If you are unsure why a learner is included in your Maximum Long Course Learner count, you can use the Billable Learner Report to get a clearer picture.

🔎 Step-by-Step Guide

1. Run the Billable Learner Report
   Go to Reports > Billable Learner Report.
   Run it without filters to view your Maximum Long Course Learner count.
2. Apply Filters to Drill Down
   Re-run the report using the following filters to investigate which courses are contributing to a learner being counted:
   • Course Name – Identify the specific activity linked to the learner.
   • Course Type – Narrow down by Workshops, Qualifications, or E-Learning.
   • Active Course Start Date – Focus on courses that started during your billing year (period).
   • Active Course End Date – Include courses that have not yet finished or fall within the billing year (period).
3. Review Enrolments
   • Look for any learners who are still active, not withdrawn, or whose course dates overlap your current billing year (period).
   • This will help you understand why they appear in your maximum count.