When Kognisia is not the right choice: cases to know
Control of the code, selling courses to the public, very small numbers: where another solution serves you better, and where Kognisia is a good fit.
Read the articleThe head of a training provider has run three sessions during the year. Her supplier writes: "How many active learners?" She has a number of enrolments, a number of trainees, and no idea which one she is being asked for. She answers at random, and the invoice follows.
A simple definition
The definition we propose fits in one sentence: an active learner is a person who has logged in at least once during the licence period. It is the one on our pricing page. The period is the licence year, and each person counts as one, even if they take two sessions.
It is not the only definition in circulation. As far back as 2015, the vendor Skilljar distinguished three ways of counting, and the market has not really changed since.
| What is counted | What it means | Effect on the invoice |
|---|---|---|
| Accounts created | Everyone enrolled | The highest, even with no login |
| Accounts able to log in | "Eligible" enrolled people | Close to the previous one |
| People actually logged in | Those who opened the platform | Lower, harder to predict |
Docebo adds a useful nuance: some suppliers charge each person once in the period, others for each month in which they log in. The word is the same, the calculation is not.
How to calculate it, in four steps
- Set the period. The licence year, from the first day to the last.
- List the distinct people. A person who takes two sessions is still one person.
- Remove those who never logged in. Enrolled but absent, they do not count.
- Compare with the tier. The tiers are shown on the pricing page: up to 50, up to 250, up to 1,000 active learners, then bespoke.
One detail that matters: the platform dashboard gives the number of logins and the progress per person. So you can check your count, not just put up with it. See our article on tracking learner progress for more.
A worked example (entirely fictional)
| What is counted | Number | Matching tier |
|---|---|---|
| Enrolments | 300 | Established (up to 1,000) |
| Distinct people | 270 | Established (up to 1,000) |
| Active learners (270 minus 35) | 235 | Growth (up to 250) |
The result changes tier depending on what you count. Here, counting enrolments would push the provider into the higher tier, when only 235 learners actually used the platform. The figures are invented, but the mechanism is real: the definition weighs more than the unit price.
What to keep an eye on
Our opinion: the simplest definition is the most honest. It has its limits all the same. Someone who logs in once to reset a password counts the same as someone who finishes three learning paths. A login measures presence, not learning.
Two questions to ask in writing, with us as with anyone else. What happens when you approach the next tier mid-year? And do trainers or administrators count anywhere? Our article on the six criteria for comparing a licence goes through this kind of clause, and how much an LMS costs places the licence among the other cost items.
Frequently asked questions
Does a learner who takes two courses count twice?
No. With the definition above, it is the person who counts, once, over the licence period. What they follow inside it does not change the tier.
Which period is used?
The licence is annual, and the count covers that period. The exact dates are in your contract: ask for them when you sign.
What if I go over my tier?
Read the clause before you get there. For your own situation, the demonstration lets you put the question using your own volumes.
Where can I find the tiers?
On the pricing page, with a selector that shows the recommended tier for your number of active learners. No amount is published there at this stage; proposals are made by quotation.
In summary
An active learner is a person logged in at least once during the licence period, counted only once. Do your count using the four-step method, then see which tier it matches. Your next step: note the number of distinct people from last year, and open the calculator.
Sources
- Skilljar: "LMS Pricing Models: What's an Active User?", accessed 13 October 2026.
- Docebo: LMS pricing models, price per active user, accessed 13 October 2026.
The Kognisia team
Kognisia designs a SaaS learning platform, with a training catalogue and white label as options.
Kognisia designs a SaaS learning platform, with a training catalogue and white label as options.