If the schools in the district that used to have their own license want to merge into a single district license, schools and district admin can work with WeVideo to merge their licenses into a new district license. This article will provide the essential information and workflow for the process, along with some best practices and considerations before beginning the migration process.
Terminology
Source Instances: The original instance each school has. They will be closed out during the process, and the teachers and students from the source instance will be moved to the destination instance.
Destination Instance: The new instance created for the school district. After the process, users from the source instances will be moved to the destination instance.
Migration progress
When the migration begins, we will first convert all users in the source instance to a Free account and remove them from the source instance so they can join the destination instance. Once all users are removed from the source instances, the source instance will be closed, and all users will be added to the destination instance to regain access to WeVideo paid license features.
What will be affected by the migration process?
When teachers and students are converted to free accounts from the source license, they lose access to their classes, unsubmitted assignments, and groups. If there are any shared/collaborative projects, they will be copied over as individual projects. Users can still access their uploaded media, exports, and projects. They will also use the same login credentials to access their accounts after the migration.
| Item Type | Have access after merging? |
| Classes | No |
|
Assignments |
No |
| Individual Projects | Yes |
| Shared/Collaborative projects | Yes, they will be copied over as individual projects |
| Uploads | Yes |
| Exports | Yes |
Best practices and consideration for merging instance
Migration timing
Since teachers and students will lose access to their classes, assignments, and groups after the migration, it is best to perform the migration between the semesters when fewer live courses are happening to minimize the interruption to teachers and students.
Complete any unfinished assignments and projects
Since the students will lose access to the class after the migration, they will also lose access to any unsubmitted assignments in the class. Please instruct students to complete and turn in their assignments before the migration to prevent losing their in-progress work. The turned-in assignments can be found in the Projects tab in the student’s account and will not be affected after the migration.
Back up the data for the class
Teachers will lose access to their classes after the migration. Please make sure that teachers have backed up the data (students’ scores, assignment list, etc) from their classes before the migration.