Section 8: Lifecycle & Role Management

8.1 How to Replace Group Members

As a group leader using Exclusive View, you’re in full control of your 100 learner seats. Sometimes, learners will need to be rotated out to make space for others — for example:

• End of term/semester
• Grade promotion (e.g. moving from Grade 11 to Grade 12)
• Learners who are no longer participating
• Bringing in new intakes or trial users

This section shows you exactly how to replace group members without needing to create a new account or pay extra.

👥 What Does “Replacing a Group Member” Mean?

It simply means:

1. Removing an existing learner from your group
2. Freeing up their seat
3. Adding a new learner in their place

You can do this as often as needed — within your 100-seat limit.

🛠 Step-by-Step: Replace a Learner

✅ Step 1: Open Your Manage Group Panel

👉 https://app.virtualx.tv/manage-group/?pmprogroupacct_group_id=3

✅ Step 2: Find the Learner You Want to Remove

• Scroll through the list of learners in your group
• Look for the learner by name or email address

✅ Step 3: Click the “Remove” or “X” Button

• Next to each learner, there’s a remove option
• Click it to delete them from your group

⚠️ Don’t worry — this won’t delete their profile completely; it only removes their link to your group and frees up their seat

✅ Step 4: Invite a New Learner

Now that the seat is free, you can:

• Send your group code to a new learner
• Share your direct join link
• Use email invitations via the dashboard

The new learner will be registered as part of your group and will start using the newly opened seat.

🧠 Example in Practice

At the end of Term 1, Mr. Nkosi removes 30 Grade 11 learners from his Exclusive View group. He then shares the same group code with 30 incoming Grade 12 learners. All 100 seats are now in use again — but with a completely new group of students.

🔄 How Often Can I Replace Learners?

As often as needed. There are:

• ✅ No limits on how many times you rotate members
• ✅ No extra costs — all covered under your monthly plan
• ✅ No need to contact support (do it yourself via dashboard)

✅ Why This Matters

Benefit	Description
Better seat management	Maximise your 100-seat limit throughout the year
Term-by-term control	Rotate learners every term or module
Clean and organised dashboard	Keep your group list accurate and up to date
Flexibility for school needs	Perfect for staggered rollouts, trial weeks or rotations

8.2 Membership Cancellation Scenarios

As the admin of an Exclusive View membership, you may reach a point where you need to pause or cancel your subscription — whether it’s the end of your school term, budget constraints, or a planned break in programme delivery.

This section explains what happens when you cancel, how to do it, and what your learners will experience after cancellation.

❓What Does “Cancelling Your Membership” Mean?

Cancelling your Exclusive View plan means:

• Your group licence will not renew at the end of the current billing period
• No new learners can join after cancellation
• Current learners will lose access after the final active day

You can cancel at any time via your dashboard — no need to contact support unless you need help.

📅 When Does the Cancellation Take Effect?

If you’re on…	Here’s what happens
🔓 21-day Free Trial	Cancellation takes effect immediately
💳 Paid Monthly Plan	Cancellation takes effect at end of current month
⏱ Midway through the month	You will still have access until the cycle ends

🔄 How to Cancel Your Membership

1. Log in at:
   👉 https://app.virtualx.tv/user-login/
2. Go to:
   👉 https://app.virtualx.tv/membership-account/
3. Look for the “Cancel” or “End Membership” button next to your plan
4. Confirm your cancellation

You’ll receive an email confirming that your plan has been set to expire.

🔐 What Happens to Your Learners?

Scenario	Outcome
Membership is still active	Learners continue using Unlimited View normally
Plan expires after cancellation	Learners immediately lose access
You renew later	You can re-invite learners with a new group code

Note: Learners’ accounts are not deleted, just disconnected from the group. They can rejoin later if re-invited under a new or renewed plan.

🧠 Example in Practice

Ms. Radebe cancels her Exclusive View membership during the 21-day trial. Her learners immediately lose access. Two months later, she renews her plan and sends a new group code — learners sign up again and continue learning.

📝 Things to Consider Before Cancelling

• ⛔ If you cancel mid-term, learners will lose access — plan for timing
• 🔁 If you’re rotating groups, consider generating a new group code instead of cancelling
• 🧾 Save any reports or usage stats before your account closes

✅ In Summary

Action	Effect
Cancel during trial	Ends access immediately
Cancel on paid plan	Access continues until end of billing period
Learners after cancellation	Lose Unlimited View, but accounts remain registered
Future reactivation	Possible — you can resume and invite new or old members

8.3 What Happens if Parent Cancels or Expires

In VirtualX, the parent account (also called the group owner or admin) is the one that controls the Exclusive View membership. This account holds the 100 seats and gives learners free access through group codes or invites.

If the parent account cancels the membership or lets it expire, it affects everyone connected to that group.

🔒 What Happens Immediately After Cancellation or Expiry?

When the parent account is no longer active:

• ❌ All group members lose Unlimited View access
• 🔐 Learners are removed from the school’s group
• 🚫 Group codes and invite links stop working
• ⚠️ No new learners can be added
• 🧾 Billing is stopped (if cancellation was intentional)

🧠 Example in Practice

Principal Dube cancels the school’s Exclusive View plan at the end of the term. As a result, all 85 learners under her group lose access. A few months later, the school renews its subscription, and the group is reactivated with a new code. Learners rejoin with no issues.

👥 What Happens to the Learners’ Accounts?

Feature	Status After Parent Cancels
Learner profile	✅ Still exists (not deleted)
Group connection	❌ Disconnected from the group
Access to content	❌ Locked — until they join a new active group
Reuse of account later	✅ Yes — can rejoin when a new plan is activated

📩 Will the Learners Be Notified?

Currently, VirtualX does not automatically notify learners when a parent account is cancelled. It is recommended that the admin:

• 📢 Informs learners in advance (email, WhatsApp, in class)
• 📆 Times cancellations during school holidays or term ends
• 📥 Saves any important reports or progress data before expiry

🔄 Can the Group Be Reactivated Later?

Yes! If you return in the future:

• Log in using your existing admin account
• Select the Exclusive View plan again
• Generate a new group code
• Invite old or new learners as needed

You won’t lose your group name or admin details — it’s all saved in the system.

✅ In Summary

Event	Result for Learners & Admin
Parent cancels or doesn’t renew	Learners lose access and are removed from the group
Learner profiles	Still exist — can be reused later
Group code and join links	Deactivated — cannot be used after expiry
Admin reactivation later	Possible at any time — no need to start from scratch