Running your DORA Academy team licence

What is in this handbook

1How the licence works

A team licence is a pool of seats. One seat carries one named person through every course in your plan. You decide who holds each seat, and you can change your mind later.

Three things are worth understanding before you start, because they explain nearly every question that follows.

An email address is the identity

There are no accounts to create, no usernames and no passwords. When you add a colleague, we enrol that email address and send it a permanent personal access link. Clicking the link opens the course, and progress is recorded against that address.

You are the manager, and only you

Your management page is reached through one private link. Anyone holding that link can add and remove people, so treat it like a credential rather than like a bookmark you paste into a team channel.

A seat is a licence, not a person

Seats are reassignable. If someone changes role or leaves, free their seat and give it to their replacement. What is not transferable is a certificate: it is issued in the name of the person who passed the exam and stays theirs.

2Your manager link

You received it by email when the licence was activated. It looks like regulation-dora.eu/academy/team?t=… and the part after t= is a signed token that identifies your team.

• Bookmark it. It does not expire and it is the fastest way back in.
• Do not circulate it. It is the key to your seats. Participants never need it: they get their own separate link.
• Lost it? Go to regulation-dora.eu/academy/team, enter the email address the licence was bought with, and we email your manager link back. We reply with the same message whether or not that address owns a licence, so nobody can use the form to find out who our customers are.
• New browser? We check it is you. The first time the link is opened on a browser we have not seen, the page asks for a 6-digit code that we email to the address the licence was bought with. Enter it once and that browser stays trusted for 30 days. Until then the page shows nothing and changes nothing: a forwarded link on its own cannot read your member list or touch your seats.

3Adding participants

1. Open your manager link. The bar at the top shows the plan, how many seats are in use and how many are free.
2. Add one person by typing their work email address in the field and pressing Add member, or add everyone at once: open Import a list of members and upload the CSV export from your HR tool or spreadsheet as it is (we pick out the email addresses and ignore name columns and headers), or paste your addresses. Check list previews what is valid, duplicated and how it fits your free seats, so a typo is visible before any access link is sent. Then press Import and watch a live status appear next to each address.
3. They are enrolled immediately in every course in the plan, and receive an email titled “You have been added to a DORA Academy course” containing their personal links, one per course.
4. They click and start. No registration step, no password, nothing to install. The courses run in any modern browser, on a laptop, a tablet or a phone.

Use the address they actually read

Everything reaches the participant at the address you enter: the access links, the exam results and the certificate. A shared mailbox or a personal address will work technically, but a certificate is issued in a person's name, so a corporate address per person is what you want in your records.

If someone still cannot find their email, open your manager page and press Resend on their row. It sends the same links again.

4Reassigning a seat

Press Remove on a participant's row. Their seat is freed at once and you can add someone else in their place straight away. The person removed loses access to the courses immediately.

Adding the same person back later restores their access, and their earlier progress and exam results are still there. Nothing is lost by reassigning a seat temporarily.

5Tracking progress

Your manager page shows a live table: one row per participant, one column per course. Each cell carries a progress bar and a status.

• Not started — enrolled, has not opened the course.
• In progress — with the percentage of modules completed.
• Exam nn% — sat the exam, did not reach the pass mark yet.
• Passed nn% — certified, with the best score obtained.

The table updates as people learn, so it is worth opening a fortnight after the rollout: the pattern of who has not started tells you more than any reminder email.

6Training evidence for audit

The Export training record button on your manager page downloads a CSV with one row per participant and per course: enrolment date, progress, exam score, result, number of attempts, exam date and last activity. It opens cleanly in Excel.

Export it at the end of each quarter and file it with your training records. It is a snapshot, so keeping the successive versions gives you the progression over time.

7Exams and certificates

Every course ends with a multiple-choice certification exam drawn from a larger question bank, so two attempts are not the same paper.

• Pass marks run from 70 % to 80 % depending on the course, and the required score is shown on the exam page before the participant starts.
• Retakes are free and unlimited. A failed attempt costs nothing and does not consume anything: the aim is competence, not attrition.
• The certificate is nominative. It carries the participant's name, the course, the score and a unique certificate ID.
• It is publicly verifiable. Anyone given the ID can check it at regulation-dora.eu/academy/certificates/verify, which is what makes it useful on a LinkedIn profile or in a tender response.

Participants claim their certificate from the course page once they have passed. Encourage them to download the PDF as well, for their own file.

8The 20 courses in the Masterclass plan

Each seat unlocks all of them, roughly 44 hours of material in total. Nobody is expected to take everything: the point of an all-access plan is that each person follows the two or three programmes that match their job, and can look into the others when a project demands it.

Our introductory course, DORA Fundamentals, is free for everyone and needs no seat. It is the natural first step for anyone in the organisation, including the colleagues you have no seat for.

9Who should take what

The most common mistake with an all-access licence is to tell everyone to “go through the Academy”. Give each person a named starting path instead: completion rates roughly double when someone is told which two courses are theirs.

10A 90-day rollout that works

A licence that sits unused is the normal outcome of an unplanned rollout. This is the pattern we see work in practice.

1. Before you assign anything. Ask IT to allow the sender address. Draw up your list of participants with, next to each name, the starting path from the table above. This is the whole preparation.
2. Week 1 — assign and announce. Add everyone on the same day and send one short internal message: why the organisation is doing this, which course is theirs to start, and by when. A deadline of four to six weeks for the first course is realistic for people doing this alongside their job.
3. Weeks 2 to 6 — the first course. Each person completes their starting programme and sits the exam. Open the manager page in week 3: whoever is still at “Not started” is who needs a nudge, and it is far easier at week 3 than at week 6.
4. Weeks 6 to 12 — the second course, and depth where you need it. People move to the second course of their path. This is also when it becomes obvious which team needs more: an organisation weak on supplier documentation, for example, will want more of its people through Third-Party Risk and the Register of Information.
5. End of quarter — export and file. Download the training record, file it with your evidence, and reassign any seat that was never used. An unused seat is worth more given to someone who will use it.

11Questions we are asked

Does the licence expire?

No. The seats and the enrolments have no end date, and neither do the certificates.

Can two people share a seat?

Technically the link would work, but the record would be meaningless and the certificate would carry one name for two people's work. If you need more people trained than you have seats, tell us and we will quote the additional seats at your existing volume price.

Can we add everyone at once?

Yes. On your manager page, open Import a list of members and upload the CSV export from your HR tool or spreadsheet exactly as it comes out: we pick out the email addresses automatically and ignore name columns and header rows. You can also paste addresses directly. Press Check list to preview what will happen, then Import. Each person is added and emailed in turn, with a live status per address, and running the import twice is harmless: anyone already on the team is simply skipped. Prefer to hand it off, or something not working as expected? Email your export to info@regulation-dora.eu and we will load it for you quickly.

A participant changed email address. What do we do?

Remove the old address and add the new one. Progress is tied to the address, so tell us if they were mid-course and we will move their history across.

Is there a mobile app to install?

No. Everything runs in the browser, which is also why there is nothing for your IT department to review or deploy.

What language are the courses in?

English. The certificates are issued in English as well, which is what makes them portable across jurisdictions.

What personal data do you hold on our participants?

Their email address, their course progress and their exam results. Email addresses are encrypted at rest. We do not sell or share them, and a removed participant's data can be deleted entirely on request to info@regulation-dora.eu.

Are the implementation toolkits included?

No. A seat covers the courses, the exams and the certifications. The document toolkits, such as the policy templates and the gap analysis workbooks, are separate products. We are happy to quote them for your team if they would be useful.

Can we add seats later?

Yes, and your volume price is kept for the additional ones. Write to us with the number you need.

Who do we contact if something breaks?

info@regulation-dora.eu. Mention your organisation and, if it concerns one participant, their email address.