Overview
Provides publishers with a snapshot view of their subscriptions and usage within Explore, including subscription status, renewal timing and asset-level engagement (page views, unique users). Data is scoped so each publisher sees only their own company's subscriptions and excludes Explore Marketplace transactions with $0 value.
Key Questions This Dashboard Answers
How are my institutions using the assets in my active subscriptions?
Which of my subscriptions are coming up for renewal and do any of them contain assets that are at risk (limited or out of distribution)?
Which titles are seeing the most – or the least – usage across my subscriptions?
How to Use This Dashboard
Guidance for navigating and getting value from this dashboard.
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Set your filters first – Use Institution, Subscription ID, Institution Country, Subscription Owner and Asset Publisher to scope the dashboard. Institution and Subscription ID also change which titles surface in the Overview tab's top-5 and unused-title tiles. Use Subscription Name on the Renewal Details tab to review a specific subscription's renewal data.
Overview – Subscription counts, renewal timing, top/unused titles and usage trends.
Renewal Details – Renewal-specific detail for a subscription selected via the Subscription Name filter.
Read the tiles – Summary count tiles (Active Subscriptions, At-Risk Assets, Expiring in 3/6/12 Months) sit at the top of the Overview tab; usage charts and title-level breakdowns sit below.
Drill down for detail – Count tiles are clickable to reveal and download the underlying dataset. Interactive dataset tiles expose a 'Tile actions' (⋯) menu on hover for downloading full results.
| 💡 Tip: Check the Subscriptions Expiring tiles first to spot near-term renewal risk before reviewing usage detail. |
Filters
Filters apply across the entire dashboard unless otherwise noted.
Filter Name |
Description |
Required? |
Default Value |
Applies To |
|---|---|---|---|---|
Institution |
Name of the institution (Manage company name) |
No |
None specified |
Overview |
Subscription ID |
Subscription VBID, Asset VBID (for single-title sales) or Transaction ID (for Marketplace transactions) |
No |
None specified |
Overview |
Institution Country |
Country the institution is located in (two-character code) |
No |
None specified |
All tabs |
Subscription Name |
Name of the subscription within Explore |
No |
None specified |
Renewal Details |
Subscription Owner |
Name of the company that owns the subscription (Manage Company Name) |
No |
None specified |
All tabs |
Asset Publisher |
Publisher of the asset (Manage Company Name) |
No |
None specified |
All tabs |
Dashboard Tiles
Tiles are numbered top to bottom, left to right within each tab.
Tile Name |
tab |
Visualisation Type |
Description |
|
|---|---|---|---|---|
| 1 | Active Subscriptions |
Overview |
KPI |
Count of currently active subscriptions, with no renewal pending in the next 12 months. |
| 2 | Subscriptions with At-Risk Assets |
Overview |
KPI |
Sub-set count of active subscriptions where at least one asset holds an Asset Availability Status of 'Limited Distribution' or 'Out of Distribution'. |
| 3 | Page Views by Country (Year to Date) |
Overview |
Map |
World heatmap of total page views by country for the current year (to date), based on the institution's country of origin. |
| 4 | Page Views by Institution (Year to Date) |
Overview |
Pie Chart |
Page views broken out by institution for the current year (to date). |
| 5 | Subscriptions Expiring in Next 12 Months |
Overview |
KPI |
Count of active subscriptions with an end date within the next 12 months. Cumulative – includes the subscriptions in the six- and three-month tiles. |
| 6 | Subscriptions Expiring in Next Six Months |
Overview |
KPI |
Count of active subscriptions with an end date within the next six months. Cumulative – includes the subscriptions in the three-month tile. |
| 7 | Subscriptions Expiring in Next Three Months |
Overview |
KPI |
Count of active subscriptions with an end date within the next three months. |
| 8 | Count of Subscriptions by Start Month |
Overview |
Bar Chart |
Count of subscriptions by start date for the past 12 months. |
| 9 | Top 5 Assets in Active Subscriptions (by User Count) |
Overview |
Table |
The five titles in active subscriptions with the highest unique-user count. Recalculates as data flows in, so the ranking can shift over time. |
| 10 | Unused Assets in Active Subscriptions |
Overview |
Table |
Titles in active subscriptions with no users or page views to date. Recalculates as data flows in. |
| 11 | Unique Users by Subscription |
Overview |
Bar Chart |
Count of users broken down by each subscription. |
| 12 | Month-over-Month Unique Users by Subscription |
Overview |
Line Chart |
Month-over-month count of users by subscription for the past 12 months. |
| 13 | Month-over-Month Page Views by Subscription |
Overview |
Line Chart |
Month-over-month count of total page views by subscription for the past 12 months. |
| 14 | Explore Renewal Insights Report (embedded) |
Renewal Details |
Table |
Renewal-specific detail for the subscription selected via the Subscription Name filter. |
Fields & Metrics
All fields used across this dashboard, listed alphabetically.
Field Name |
Description |
Data Type |
Example Value |
|---|---|---|---|
Number of Concurrent Users |
Amount of concurrent users allowed by the subscription terms |
Number |
5 |
Asset Author(s) |
Name of the author(s) of the asset |
text |
Jane Smith |
Asset Edition |
Edition of the asset |
text |
3rd |
Asset Item Name |
Name of the asset |
text |
Sample Title |
Asset VBID |
Manage VBID of the asset |
text |
0-00-000000-0 |
Bookmarks (Overall) |
Total number of bookmarks the end user(s) created |
Number |
42 |
Engaged Students (Unique) |
Number of unique users that have engaged with and activated an asset |
Number |
128 |
Highlights (Overall) |
Total number of highlights the end user(s) created |
Number |
17 |
Institution |
Name of the institution (Manage company name) |
text |
Sample University |
Institution Country |
Country the institution is located in (two-character code) |
text |
GB |
Notes (Overall) |
Total number of notes the end user(s) created |
Number |
9 |
Page Prints (Overall) |
Total number of pages the end user(s) printed |
Number |
3 |
Page Views (Overall) |
Number of pages viewed (cumulatively) by the end user(s). E.g. a 20-page asset viewed five times each reflects a Page Views (Total) of 100. |
Number |
100 |
Searches (Overall) |
Total number of searches the end user(s) ran |
Number |
24 |
Session Length (Seconds) |
Total amount of time (in seconds) the user(s) spent in the subscription asset(s) |
Number |
3600 |
Subscription Availability |
Actionable renewal insight for subscriptions owned by the system user. Where Subscription Status is “Active” and the end date falls within three, six or 12 months, a Renewal value appears. If at least one asset has an inventory status of ‘Limited Distribution’ or ‘Out of Distribution’, the value includes ‘(Check Asset Availability)’ as a flag that assets may need to be excluded from the subscription upon renewal. |
text |
Renewal – 6 months (Check Asset Availability) |
Subscription Cost |
Agreed-upon cost for the subscription |
Number |
5,000 |
Subscription Cost Currency |
Currency type for the Subscription Cost |
text |
USD |
Subscription End Date |
Date when the subscription ends |
Date |
2026-12-31 |
Subscription ID |
Subscription VBID, Asset VBID (for single-title sales) or Transaction ID (for Marketplace transactions) |
text |
SUB-000000000 |
Subscription Name |
Name of the subscription within Explore |
text |
Sample Subscription |
Subscription Owner |
Name of the company that owns the subscription (Manage Company Name) |
text |
Sample Publisher Co. |
Subscription Start Date |
Date when the subscription begins |
Date |
2025-01-01 |
Subscription Status |
Status of the subscription from the Explore application. 'Active' represents a subscription whose start date is in the past and end date is in the future. |
text |
Active |
Unique Users |
Number of unique users who engaged with items in the subscription |
Number |
350 |
Frequently Asked Questions
Q: Why don't the usage numbers on this dashboard match what I see on another Explore report?
A: Reports can differ in date range, filter logic or aggregation level (cumulative vs. period-specific). Check the filters and date scope on both before comparing totals.
Q: Why is a title showing as 'Unused' when I know it has been assigned to users?
A: The Unused Assets tile reflects recorded usage (users/page views) to date. Usage data is recalculated continuously, so a title can move on or off this list as new activity comes in. There can be a short lag between assignment and recorded engagement.
Q: What does '(Check Asset Availability)' mean next to a renewal value?
A: It flags that at least one asset in that subscription currently has a ‘Limited Distribution’ or ‘Out of Distribution’ status, meaning it may need to be excluded from the subscription at renewal.