Overview
Provides publishers with insight into their Explore subscriptions, related assets, risks of asset availability and the countdown to renewal. Includes institution-specific subscription details such as concurrent users, integration type, subscription assets and asset availability.
Key Questions This Report Answers
Which of my Explore subscriptions are active, upcoming or expired, and which are approaching renewal?
Which of my assets tied to a subscription are Limited or Out of Distribution and could put that subscription at risk?
What are the key contract terms – concurrent users, integration type, borrow duration, cost – for a given subscription?
How to Use This Report
Start with the filters – The report defaults to 'Active' subscriptions. Narrow by Subscription Availability to isolate at-risk or renewal-flagged subscriptions, or by Institution, Institution Country or Asset Publisher to scope to a specific market or company.
Interpret the results – The tiles at the top summarise active subscriptions, subscriptions with at-risk assets and subscriptions expiring in the next twelve, six and three months (each a cumulative count). The detail table below lists subscription- and asset-level information.
Take action – Use a Subscription Availability of 'At Risk' or 'Renewal - X months' to flag subscriptions that may need an Off Sale Date update or renewal outreach.
| 💡 Tip: Filter Institution Country to your operating region to see fulfilment, buy/sell and marketplace collections relevant to you. |
Filters
Filter Name |
Description |
Required? |
Default Value |
Example Values |
|---|---|---|---|---|
Subscription Status |
Status for the subscription from the Explore application |
No |
Active |
'Active', 'Expired', 'Upcoming' |
Subscription Availability |
Actionable insights related to all subscriptions owned by the system user |
No |
(none) |
'At Risk', 'Available', 'Renewal – 6 months' |
Institution |
Name of the institution (Manage company name) |
No |
All |
(institution name) |
Institution Country |
Country the institution is located in (two-character code) |
No |
All |
'US', 'CA' |
Asset Publisher |
Publisher of the asset (Manage company name) |
No |
All |
(auto-scoped to your company) |
Asset Status |
Distribution status of the asset (from Manage) |
No |
All |
'In Inventory', 'Limited Distribution', 'Out of Distribution' |
Subscription Start Date |
Date when the subscription starts |
No |
(none) |
date range, relative date or specific date |
Subscription End Date |
Date the subscription ends |
No |
(none) |
date range, relative date or specific date |
Tiles
| ℹ️ Tiles are numbered based on navigation from top to bottom, left to right. |
Tile Name |
Description |
|
|---|---|---|
| 1 | Active Subscriptions |
Count of currently active subscriptions, with no renewal pending in the next 12 months. |
| 2 | Subscriptions with At-Risk Assets |
Subset count of active subscriptions where at least one asset holds an Asset Availability Status of 'Limited Distribution' or 'Out of Distribution'. |
| 3 | Subscriptions Expiring in Next 12 Months |
Count of active subscriptions with an end date within the next 12 months. Cumulative – includes the subscriptions in the next two tiles. |
| 4 | Subscriptions Expiring in Next Six Months |
Count of active subscriptions with an end date within the next six months. Cumulative – includes the subscriptions in the next tile. |
| 5 | Subscriptions Expiring in Next Three Months |
Count of active subscriptions with an end date within the next three months. |
Fields & Metrics
Field Name |
Description |
Data Type |
Example Value |
|---|---|---|---|
Subscription Status |
Status for the subscription from the Explore application. Values: Active (start date past, end date future), Expired (end date past), Upcoming (start date future). |
text |
'Active' |
Subscription Availability |
Actionable insight on the subscription: At Risk (an asset is Out/Limited Distribution with no or later Off Sale Date), Available, Renewal - No. of months (Active subscription ending within 3/6/12 months) or Unavailable (Expired). |
text |
'Renewal - 6 months' |
Subscription ID |
Subscription VBID, Asset VBID (for single title sales) or Transaction ID (for Marketplace transactions) |
text |
'12345' |
Subscription Name |
Name of the subscription within Explore |
text |
'Sample Subscription' |
Institution |
Name of the institution (Manage company name) |
text |
'Sample University' |
Institution Country |
Country the institution is located in (two-character code) |
text |
'US' |
Subscription Start Date |
Date when the subscription begins |
Date |
'2026-01-01' |
Subscription End Date |
Date the subscription ends |
Date |
'2026-12-31' |
Number of Concurrent Users |
Amount of concurrent users allowed by the subscription terms |
Number |
'5' |
Integration Type |
Type of integration used by the institution |
text |
'SSO' |
Subscription Borrow Duration |
Amount of time allowed to borrow items within the subscription |
text |
'14 days' |
Subscription Cost |
Agreed-upon cost for the subscription |
Number |
'1,000.00' |
Subscription Cost Currency |
Currency type for the Subscription Cost |
text |
'USD' |
Asset VBID |
VBID representing a specific asset within a subscription (from Manage) |
text |
'V12345' |
Asset Status |
Distribution status of the asset (from Manage) |
text |
'Limited Distribution' |
Asset Off Sale Date |
Date an asset will be moved to ‘Out of Distribution’ (when available) |
Date |
'2026-12-31' |
Asset Item Name |
Item Name associated with the asset |
text |
'Sample Textbook Title' |
Asset Edition |
Edition associated with the asset |
text |
'3rd Edition' |
Asset Author(s) |
Author name(s) associated with the asset |
text |
'Jane Sample' |
Asset Publisher |
Publisher company name associated with the asset (Manage company name) |
text |
(your company name) |
Frequently Asked Questions
Q: Why don't I see all of my subscriptions in this report?
A: The report automatically filters to subscriptions associated with your company. For fulfilment, scoping is based on the subscription owner; for buy/sell or marketplace, it's based on the asset owner. Confirm that your system user's company associations in Manage are correct.
Q: Why can't I match a renewed subscription back to its prior contract?
A: VitalSource can't provide subscription-to-subscription analysis. Renewals are frequently issued under a new Subscription ID and may not carry the identical asset list from one contract term to the next, so there's no reliable way to confirm a match.
Q: What does 'Renewal - X months' mean under Subscription Availability?
A: It flags an Active subscription whose end date falls within the next three, six or 12 months. The flag updates as the end date approaches (12 → 6 → 3 months) and the subscription remains on the report until its end date passes, at which point it moves to 'Unavailable.'