Overview
The Courseware Code Insights Dashboard provides you with a complete operational picture of your courseware access codes. It draws from Bookshelf code activity and Manage system data to surface demand forecasts, code supply levels, redemption and cancellation trends, storefront availability and Access Programme licence status – all in one place. Use this dashboard to proactively manage code supply and monitor code activity across terms.
Audience |
Publishers |
|---|---|
Dashboard Location |
Analytics & Insights via Manage |
Number of Tabs |
5 |
Last Documentation Update |
29 May 2026 |
Key Questions This Dashboard Answers
How many courseware access codes do I need to supply for the upcoming term, and do I have enough on hand?
Which of my courseware items listed in VitalSource Storefronts are running low on available codes (ten or fewer)?
How many Bookshelf codes for my courseware items were created, redeemed or cancelled in the last three months?
Which of my courseware items are missing a URL in the Manage system?
Which ISBNs has my organisation flagged as codeless, and are they correctly excluded from demand reporting?
What is the distribution and licence status of my Access Programme codes?
How to Use This Dashboard
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Set your filters first – On the Courseware Bookshelf Code Detail tab, Date Range and Filter Criteria are required before results will display. On the Courseware Code Demand tab, use Term Start Date or Term Name to scope the forecast term. Other tabs do not require filters but benefit from narrowing by Publisher, VBID or SKU.
Summary Insights – High-level state of affairs: codes created, redeemed, cancelled, demand coverage and URL availability.
Courseware Code Demand – Upcoming term (shown in the Demand Term tile), demand forecast, codes on hand and requested supply by item. Includes both a Quick View and Full Detail View.
Codes in Stores with Low Codes – Items currently in VitalSource Storefronts with ten or fewer available codes.
Courseware Bookshelf Code Detail – Full code-level detail for Bookshelf code activity on courseware items, plus a supplemental Access Programme Code Distribution & Licence Status table.
Codeless ISBNs – Reference list of ISBNs your organisation has communicated to VitalSource Publisher Enablement as codeless.
Read the tiles – On the Summary Insights tab, tiles at the top show aggregate counts and percentages. The bar chart shows year-over-year code usage trends by term. The Demand Term KPI on the Courseware Code Demand tab shows which term is currently being forecasted.
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Review demand on the right schedule – The Courseware Code Demand tab shows supply needs for the upcoming term only. Review within the following windows:
Summer: 1 March – 14 May
Autumn: 15 May – 14 September
Winter/Spring: 15 September – 28 February
💡 Tip: Start on the Summary Insights tab for a high-level view of code health, then move to the Courseware Code Demand tab to identify items where you need to add codes before the term begins. Use the Demand Term tile to confirm which upcoming term is being forecasted before acting on the supply numbers.
Filters
Filters apply across the entire dashboard unless otherwise noted in the Applies To column.
Filter Name |
Description |
Required? |
Default Value |
Applies To |
|---|---|---|---|---|
Code Creator |
Name of the application that generated the code (Manage system user). Publishers who are also the distributor (publisher = distributor) will see all user information in this section. |
No |
All |
Tab 4: Courseware Bookshelf Code Detail |
Code Distribution Reason |
Intended use for the Bookshelf code. |
No |
All |
Tab 4: Courseware Bookshelf Code Detail |
Code Distributor |
Name of the company that distributed the code (Manage company name). |
No |
All |
Tab 4: Courseware Bookshelf Code Detail |
Code Status |
Current state of the Bookshelf code. |
No |
All |
Tab 4: Courseware Bookshelf Code Detail |
Date Range |
Date range for when a code was created, activated and/or redeemed, based on the Filter Criteria selected. Accepts relative dates (e.g. 'last seven days') or specific date ranges. |
Yes |
None |
Tab 4: Courseware Bookshelf Code Detail |
Distributor Country |
Country the distributor institution is located in (two-character country code). |
No |
All |
Tab 4: Courseware Bookshelf Code Detail |
Filter Criteria |
Defines the scope for viewing code details. Options: Code Created (Date) – codes where the Created Date is in range. Code Activated (Date) – codes where the Activated Date is in range. Code Created (Date) OR Code Activated (Date) – codes where either date is in range. Code Redeemed (Date) – codes where the Redeemed Date is in range. Code Created (Date) OR Code Redeemed (Date) – codes where either date is in range. Code Created (Date) AND Code Redeemed (Date) – codes where both dates are in range. |
Yes |
Code Created (Date) OR Code Activated (Date) |
Tab 4: Courseware Bookshelf Code Detail |
Item Name |
Name of the product accessed using the Bookshelf code. |
No |
All |
Tab 4: Courseware Bookshelf Code Detail |
Product Type |
Indicates the product type the code was accessed from. |
No |
All |
Tab 4: Courseware Bookshelf Code Detail |
Publisher |
The content owner for the courseware items. |
No |
All |
Tabs 2 & 4: Courseware Code Demand; Courseware Bookshelf Code Detail |
Publisher (Parent) |
Name of the publisher parent company (Manage company name). |
No |
All |
Tab 4: Courseware Bookshelf Code Detail |
Requested Quantity |
The requested quantity of codes to be added to the access code bank in Manage. Defaults to items where quantity > 0 so you see only items requiring action. Set to include 0 to also see items with sufficient codes. |
No |
> 0 |
Tab 2: Courseware Code Demand |
SKU |
Item SKU the Bookshelf code is generated against. Supports multi-value input – paste a comma-separated list or copy a column of values directly from a spreadsheet (up to 16,000 values). Note: semicolon-separated values are not supported. |
No |
All |
Tab 4: Courseware Bookshelf Code Detail |
Term Name |
Filter to a specific academic term name (e.g. 'Autumn 2026'). Use to scope the Courseware Code Demand tab to a particular term. |
No |
All |
Tab 2: Courseware Code Demand |
Term Start Date |
Date range filter scoped to the start date of the academic term. Accepts relative dates (e.g. 'last seven days') or specific date ranges. |
No |
Last seven days |
Tab 2: Courseware Code Demand |
VBID |
The courseware item VBID from Manage. Supports multi-value input – paste a comma-separated list or copy a column of values directly from a spreadsheet (up to 16,000 values). Note: semicolon-separated values are not supported. |
No |
All |
Tabs 2 & 4: Courseware Code Demand; Courseware Bookshelf Code Detail |
Dashboard Tiles
Tiles are numbered top to bottom, left to right within each tab.
Tile Name |
tab |
Description |
|
| 1 | Access Codes On-Hand vs. Needed |
Summary Insights |
Based on anticipated courseware code demand, shows the percentage of access codes currently available in the Manage code bank vs codes still needed. Use this to quickly assess whether your code supply is sufficient for the upcoming term. |
| 2 | Count of Access Codes Used by Term and Year |
Summary Insights |
Year-over-year comparison of courseware access codes used for Autumn and Spring terms. Use this to identify usage trends and anticipate future demand. |
| 3 | Courseware URL Availability |
Summary Insights |
Shows the number of your courseware items that have a URL in the Manage system vs those that do not. Items without a URL may indicate a setup gap that could affect end-user access. |
| 4 | Bookshelf Codes for Courseware Created (Last 3 Months) |
Summary Insights |
Count of Bookshelf codes created for your courseware materials in the last three months, and how many of those included a courseware access code. |
| 5 | Bookshelf Codes for Courseware Redeemed (Last 3 Months) |
Summary Insights |
Count of Bookshelf codes redeemed for your courseware materials in the last three months, and how many of those included a courseware access code. |
| 6 | Bookshelf Codes for Courseware Cancelled (Last 3 Months) |
Summary Insights |
Count of Bookshelf codes cancelled for your courseware materials in the last three months, and how many of those included a courseware access code. |
| 7 | Demand Term |
Courseware Code Demand |
Displays the upcoming academic term currently being forecasted (e.g. 'Autumn 2026'). Always check this tile first to confirm which term the demand and supply numbers are scoped to before taking action. |
| 8 | Courseware Code Demand Quick View |
Courseware Code Demand |
A summary-level table showing each of your courseware items' title, VBID, URL, codes on hand, estimated demand and requested supply for the upcoming term. Use for a fast scan of which items need attention. |
| 9 | Courseware Code Demand Full Detail View |
Courseware Code Demand |
An expanded table that includes all Quick View columns plus five terms of historical code usage. Use this view to understand usage trends behind the demand forecast and validate the requested supply quantity. |
| 10 | Courseware in Stores with Low Access Codes |
Codes in Stores with Low Codes |
Lists your courseware items currently available in VitalSource Storefronts where the available code bank is ten or fewer. Items here require immediate attention to avoid stockouts. |
| 11 | Code Detail Report (Courseware – Bookshelf Codes) |
Courseware Bookshelf Code Detail |
Full code-level detail for all Bookshelf code activity on your courseware items, scoped by the Date Range and Filter Criteria filters. |
| 12 | Access Programme Code Distribution & Licence Status |
Courseware Bookshelf Code Detail |
Supplements the Code Detail Report for publishers using Access Programmes. Some Access Programme codes are not reflected in the Code Detail Report – use this tile to track all Access Programme code distribution and monitor student licence status. |
| 13 | Courseware Marked Codeless |
Codeless ISBNs |
Lists ISBNs your organisation has communicated to VitalSource Publisher Enablement as not requiring an access code, along with VBID, title, edition and distribution status. This tab is informational only. |
Fields & Metrics
All fields used across this dashboard are listed alphabetically below.
Field Name |
Description |
Example Value |
|---|---|---|
Access Code |
Publisher's access code required to access the asset. Only populated when Asset Type is 'Online Resource' or 'Online Resource Bundle.' |
ABC-12345-XYZ |
Access Code Revealed |
Populated with 'Yes' when the publisher's access code has been revealed to the end user. Null otherwise. |
Yes |
Activated (Date) |
Date the Bookshelf code was activated by an end user. Distinct from Redeemed (Date) – applies to Access Programme codes and certain courseware workflows. |
2025-08-20 |
Asset Redistributor |
Name of the company that distributed the asset, if different from the publisher. |
[Redistributor Name] |
Asset Type |
Indicates the asset type accessed using the Bookshelf code. 'Subscription' indicates the asset is accessed through an Explore subscription. |
Online Resource |
Billing ISBN |
The ISBN used for billing purposes for the Access Programme item. |
[ISBN-13] |
Bookshelf Code |
The code generated and delivered to the end user to access the asset. |
VS-XXXX-XXXX-XXXX |
Cancelled (Date) |
Date the Bookshelf code was cancelled. |
2025-08-01 |
Catalogue Name |
Name of the Access Programme catalogue the item is associated with. |
Autumn 2026 Catalogue |
Code Creator |
Name of the application that generated the code (Manage system user). Publishers who are also the distributor will see all user information here. |
Manage API |
Code Distribution Reason |
Intended use for the Bookshelf code. |
Course Material |
Code Distributor |
Name of the company that distributed the code (Manage company name). |
[Publisher/Distributor Name] |
Code Price |
Code-level price set when the Bookshelf code is created, where applicable. Only applies when a company has worked with VST Finance to use the code price to override other asset pricing. |
49.99 |
Code Status |
Current state of the Bookshelf code. Values: Created – created but not yet redeemed. Redeemed – redeemed by an end user. Cancelled – created and then cancelled. |
Created |
Code Tags |
Used to support additional data mapping when needed. |
– |
Codes On-Hand (Qty) |
Number of unused, available codes currently in the Manage code bank. |
250 |
Codes Used (-1 Term, To-Date) |
Number of codes used to-date for the term immediately prior to the forecasting term. For example: Winter/Spring 2025 Forecast → Autumn 2024; Autumn 2025 Forecast → Summer 2025; Summer 2025 Forecast → Winter/Spring 2025. |
180 |
Codes Used (-2 Terms) |
Number of codes used two terms prior to the forecasting term. For example: Winter/Spring 2025 Forecast → Summer 2024; Autumn 2025 Forecast → Winter/Spring 2025; Summer 2025 Forecast → Autumn 2024. |
200 |
Codes Used (-3 Terms) |
Number of codes used three terms prior to the forecasting term. For example: Winter/Spring 2025 Forecast → Winter/Spring 2024; Autumn 2025 Forecast → Autumn 2024; Summer 2025 Forecast → Summer 2024. |
195 |
Codes Used (-4 Terms) |
Number of codes used four terms prior to the forecasting term. For example: Winter/Spring 2025 Forecast → Autumn 2023; Autumn 2025 Forecast → Summer 2024; Summer 2025 Forecast → Winter/Spring 2024. |
210 |
Codes Used (-5 Terms) |
Number of codes used five terms prior to the forecasting term. For example: Winter/Spring 2025 Forecast → Summer 2023; Autumn 2025 Forecast → Winter/Spring 2024; Summer 2025 Forecast → Autumn 2023. |
190 |
Company Name |
Name of the institution or company associated with an Access Programme code distribution. |
[Institution Name] |
Computed SKU |
The SKU computed for the Access Programme item by VitalSource's matching logic. |
[SKU] |
Courseware URL |
The URL associated with the courseware item in the Manage system. |
https://example.com/course |
Created (Date) |
Date the Bookshelf code was created. |
2025-01-15 |
Distributor Country |
Country the distributor institution is located in (two-character country code). |
GB |
Distribution Status |
The distribution status of the codeless item (e.g. in distribution, out of distribution). Appears on the Codeless ISBNs tab. |
In Distribution |
Edition |
The edition of the codeless item. Appears on the Codeless ISBNs tab. |
4th Edition |
Estimated Demand (Qty) |
Estimated forecast of expected access code usage for the upcoming term, based on historical usage, term adoptions and estimated enrolments. |
300 |
Expiration (Date) |
Date the code expires, if a discrete expiration date has been set. |
2026-05-31 |
Forecast Term |
The academic term for which codes are being forecasted. |
Autumn 2026 |
Item Name |
Name of the courseware item. |
[Courseware Title, Edition] |
License Active |
Indicates whether the student's Access Programme licence is currently active. |
Yes |
License Assigned Code |
The Access Programme code that has been assigned to and activated by the student. |
AP-XXXX-XXXX |
Licence Duration (Download) |
Duration of access to the downloadable version of the material in Bookshelf. |
180 days |
Licence Duration (Online) |
Duration of access to the online version of the material in Bookshelf. |
365 days |
Licence Updated Date |
Date the student's Access Programme licence record was last updated. |
2026-01-10 |
Library Name |
Name of the library used to categorise assets based on a taxonomy, where applicable. |
Sciences |
Product Type |
Indicates the product type the code was accessed from. Values: Demo – demo or sample product. Package – package-type product. Rental – rental or subscription product. Single – perpetual product. |
Single |
Publisher |
Content owner (Manage company name). |
[Publisher Name] |
Redeemed (Date) |
Date the Bookshelf code was redeemed by an end user. |
2025-08-15 |
Refund Expiration (Date) |
Date after which the code is no longer eligible for refunds. |
2025-09-15 |
Related Digital ISBN |
Related digital ISBN of the code-generating SKU. |
[ISBN-13] |
Related Print ISBN |
Related print ISBN of the code-generating SKU. |
[ISBN-13] |
Requested Supply (Qty) |
Number of codes recommended to be added to the Manage code bank to meet forecasted demand for the upcoming term. |
50 |
SKU |
Item SKU the Bookshelf code is generated against. |
[SKU] |
Term (YoY) |
Academic term label used for year-over-year comparisons in the Access Programme Code Distribution & Licence Status tile. |
Autumn 2026 |
VBID |
The VitalSource ID associated with the courseware item in Manage. |
[VBID] |
Frequently Asked Questions
Q: Why doesn't the Courseware Code Demand report account for 'next edition' scenarios?
A: Drop-off between current and future editions varies by publisher, depending on when items are placed out of distribution. To avoid incorrectly excluding items from demand, next-edition logic has not been built into the forecast. Publishers are responsible for placing superseded items out of distribution in Manage, so they are excluded from demand reporting appropriately.
Q: What does 'Requested Supply (Qty)' mean – do I need to create exactly that many codes?
A: Requested Supply is a recommended quantity based on the forecasted demand minus your codes currently on hand. It is a starting point, not a hard requirement. You should use your own business judgement alongside this figure when deciding how many codes to add.
Q: Why is an ISBN showing up in the Codeless ISBNs tab?
A: The Codeless ISBNs tab lists items your organisation has communicated to VitalSource's Publisher Enablement team as not requiring an access code. These items are intentionally excluded from demand reporting. If an ISBN appears there in error, contact your Publisher Enablement representative to have it reviewed.
Q: The Codes in Stores with Low Codes tab shows an item – what should I do?
A: This tab surfaces your courseware items with ten or fewer codes available in VitalSource Storefronts. Log in to Manage and add codes to the code bank for any items shown here to avoid stockouts.
Q: What is the Access Programme Code Distribution & Licence Status tile, and how is it different from the Code Detail Report?
A: Some Access Programme codes are not captured in the standard Code Detail Report. This tile supplements it specifically for Access Program publishers – use it to track which codes have been distributed, which students have active licences and how those licences are trending by term.
Q: What does the Demand Term tile show, and why does it matter?
A: The Demand Term KPI shows which upcoming academic term is currently being forecasted (e.g. 'Autumn 2026'). Because the Courseware Code Demand tab always shows the next term's supply needs, confirming which term is active before acting on Requested Supply numbers helps avoid adding codes for the wrong period.