Manage Token Payments

Token payments provide an alternative mechanism for paying for course enrollments. When a course enrollment is paid for with tokens, you can choose whether the tokens are deducted from the learner's account or from the final enrollment approver's account. (For example, if the approver is the learner's direct appraiser, they can buy a course with tokens on behalf of the learner.) 

Alternatively, a one-time token payment can be can deducted from one or more organizations for specific courses or sessions, so the tokens are debited from the organization's token account instead of charging per individual learner enrollment. These one-off payments can be refunded, if needed. For additional information, please see One-Off Token Payments.

In order for learners or their approvers to pay for a course enrollment with tokens:

• They must have the required amount of tokens in their account.
• The course's Charge Procedure (in the Catalog Editor's Cost Information page) must be set to Online Payment.
• At enrollment, the tokens are deducted from the learner or approver, not from their organization's token account.

When organizations pay a one-off charge for all enrollments in a course:

• The course's Charge Procedure must be set to Organization One Off Token Payment.
• In the course Cost Information page, the course administrator selects the organization to charge. Once the tokens have been deducted from the organization's token account, members of that organization can enroll in the course without further charge.
• The tokens are taken from the first value balance (that hasn't expired) in the organization token account list.

To enable learners to pay for courses with tokens, you can either add tokens directly to their user accounts, or set up token packages for their organization, which they can buy, consisting of a number of tokens charged at a particular cost. For each organization you can set up multiple token packages with different costs.

To enable organizations to pay a one-off charge for course enrollment, you also must set up an organization token account, which is charged when you make the one-off payment for a course.

Course administrators configure courses and sessions to accept token payments in the Catalog Editor's Cost Information page.

Create an Organization Token Account

You can create an organization token account to enable the organization's learners to buy token packages and to enable an organization to pay for course enrollments using a one-off token payment. After creating an organization token account you associate it with an organization.

When you have created an organization token account, you need to configure its permissions so that other administrators can view or edit it, and learners can buy token packages from it.

To create an organization token account

1. Go to Manage Center > Learning > Payment Manager > Organization Token Accounts. 
2. Click + Create new token account. 
3. Enter a unique Account Name and then click + Create Token Value.
4. Enter the Token Value and, if applicable, an Expiry Date.
5. Repeat steps 3 and 4 to add more token values, if required.
6. Click Save.

You can make the following updates to Organization Token Accounts after they are created:

You can update the tokens in an organization token account by:

• Adding discrete token values with expiry dates, if required
• Updating the organization's token values
• Deleting token values
• Transferring some or all of a token value to another organization

To make these updates, access the relevant Token Account and adjust as needed.

Associate an Organization Token Account with an Organization Account

To use an organization token account you must first link it to an organization. Associating a token account with a parent organization does not associate it with that organization's child organizations. 

To associate an organization token account with an organization

1. Go to Manage Center >  Users > Group and Organization > Organization Maintenance. 
2. Right-click on the organization you want to associate the organization token account with and select Edit.
3. In the Enrollment & Payment section, select the token account to associate with the organization.
4. Click Save.

Create a Token Package

Tokens can be grouped in packages to be sold to learners, and can have different pricing options. When learners buy a package, the tokens in it are transferred to their organization's account.

After creating a token package, configure its read-only permissions so that learners can buy it.

To create a token package

1. Go to Manage Center > Learning > Payment Manager > Token Packages. 
2. Click + Create Token Package. 
3. Enter the token package details. For more information, see Token Package Field Reference.
4. Click Save. 

Add Tokens to a User's Token Account

You can add tokens to user accounts to enable them to enroll in courses that have been configured to accept token payments. You can also update users' token amounts to increase or decrease the balance as required. 

To add tokens to a user's token account

1. Go to Manage Center > Users > User Manager > Users. Select the user whose token account you want to update.
2. Click Token Account.
3. If the user has no tokens, enter the Token Value. To adjust the tokens in an existing balance, input the New Token Value to add or remove them.
4. Enter the Expiry Date for the tokens, if required. The user cannot use the tokens after the expiry date.
5. Click Adjust/add tokens to update the user's token account.
6. Repeat steps 3 to 5 to add tokens with different expiry dates, if required.

Import Token Account Data

You can use the Token Account Data Loader to initialize (create) and delete organization token accounts, and add tokens to them. You cannot deduct tokens from a token account using the data loader.

The Token Account Data Loader imports a comma—or semicolon—separated values (CSV) file containing a heading row and any number of data rows. You can download and fill in a template CSV file from the Token Account Data Loader page.

The following guidelines apply:

• To initialize a token account, your CSV file must have values for Action and either Level1Desc or UserID. In addition, if you leave the TokenAccountName field blank, it is derived from the organization structure given in the organization level(s) or from the UserID.
• To delete a token account, your CSV file must have values for Action and TokenAccountName. If more than one token account matches the TokenAccountName in the CSV files, the delete action will fail.
• To add tokens to a token account, your CSV file must have values for Action, TokenValue, and either the organization (at least Level1Desc), or the UserID.

To import token account data

1. Go to Manage Center > Learning > Payment Manager > Token Account Data Loader. 
2. If required, download the CSV file template and enter the token account information in the relevant fields. For additional information, please see Token Account Data Loader Field Reference.
3. Click + Import CSV file.
4. Click Choose File to select the CSV file to upload.
5. Optionally, enter a description for the upload.
6. If your CSV file was saved with a specific file encoding, the LMS can automatically detect it, otherwise you can select it from the Encoding list.
7. Select the delimiter used to separate fields in your CSV file. This is a comma in the downloadable CSV file template. Alternatively, you can use semicolons in your own CSV files.
8. Click Preview. The contents of the CSV file are shown in the Data Loader page so that you can review the data before importing the file.
9. Click Upload to import the CSV file. The Summary Report shows how many records in the file were imported successfully and how many failed.
10. To view the import log file or error report, go back to the Token Account Data Loader page.