What should the account owner and admins do before the license ends?
- Enable download for all users: The admin can enable the download option for all users from the admin panel’s permission settings to allow all users to download and back up their content. Please see this article for more information.
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Remove all users from the license: After users have backed up their content, the admins should decide whether to remove them from the license before its expiration date.
If the users’ accounts remain in the license after it expires, they will be trapped in the expired license and can not join a new license or access their account. On the other hand, If they stan in the license and the license is renewed or resubscribed within 90 days, they will regain access to their classes and data.
If users are removed from the license, they can continue using their account as free users or sign up for a new account with their email. They will lose their data in their classes once they are removed from the license. There are two options for removing users from the license:-
- Convert to free: Convert the accounts to free accounts. Users will have access to their accounts and content and can continue creating projects with limited features. Please note that the free accounts are not COPPA-compliant. Also, the free accounts are no longer protected by their school plan and qualify for the inactivity policy.
- Permanently delete: The accounts and the content will be deleted permanently.
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Please see this article for more information about removing users from the license.
How will the offboarding process affect the users’ data and content?
The path the administrators take determines whether the process will affect the data and content. Please see more information below.
End the license and permanently delete all users
If the administrators decide to end the license and permanently delete all users from the license, all accounts, data, and content will be deleted and can not be recovered in the future. Please ensure to download and back up the content before starting the offboarding process.
End the license and convert all users to free
If the administrators decide to end the license and convert all users to free, users will have access to their accounts, projects, and exports. However, users will lose access to all the classes, assignments, and groups. For the students, please make sure to complete and turn in any unfinished assignments so they can find their work on the projects and exports page after the offboarding process. For the teachers, please ensure that all the learners’ data in the class are backed up before the license closes.
After the license ends, all users will become WeVideo free users, please see the sections below for more information about WeVideo Free account and how to upgrade your account to the Single Teacher plan or Classroom plan.
Merge the current licenses into a district license or Admin Plus license
If the accounts are migrated to a district license or admin plus license after offboarding from the current license, the user will retain access to the paid account features. They will have access to their account, projects, and exports after the migration. However, users will no longer have access to all the classes, assignments, and groups included in the previous license. For the students, please make sure to complete and turn in any unfinished assignments so they can find their work on the projects and exports page after the offboarding process. For the teachers, please ensure that all the learners’ data in the class are backed up before the license closes. Please see this article for more information about merging licenses into a district account.
| Item type | Have access after migration? |
| Classes in the previous license | No |
| Assignments in the previous license | No |
| Individual projects | Yes |
| Shared/collaborative projects | Yes, they will be copied over as individual projects. |
| Uploads | Yes |
| Exports | Yes |
What should users do before the license ends?
- Back up all content in your account: Download all content you wish to share and save it to your drive or other locations. If there are unfinished projects, please export and download them from your account.
- Have students download their works: Please inform your students to download and save their exports and media to their drive or other locations if they wish to use or preserve them for later use.
- Download the account archive: Follow the steps here to create your account’s data archive if needed.
What does working in a Free WeVideo account mean?
If the admins decide to remove accounts from the license and convert them to free accounts, users can continue accessing their content in their free WeVideo accounts. The free account will have the following limitations:
- 1 GB storage space: The free account’s storage space is limited to 1 GB. When converted to a free account, you can remove or download content over the 1 GB limit in your account, but you will not be able to upload new content unless you free up enough space to meet the storage limitation.
- 5 minutes exporting time per month: The free account can export up to 5 minutes of media from their project per month. The exporting time will refresh every month.
- Watermark: The videos exported from the free account will come with a WeVideo watermark.
- Stock Media: You can browse the stock media library, but the royalty-free option is not available. If you use them in the project, you will be asked to upgrade your account when exporting the project.
- 90-day inactivity policy: If a free or expired account is inactive for 90 days, your content will be automatically deleted. This includes in-progress, finished videos, and uploaded media. Once content has been deleted due to the inactivity policy, there is no way for us to restore it.
Can I upgrade my free teacher account to remove these limitations?
Yes, you can upgrade your account to a Single Teacher Plan or Classroom Plan to remove the limitation of the free account. Please see the pricing for these two plans here and the comparison for these two options here.
If you sign up for the Classroom plan, your learners can join your class after they are removed from the expired district license.