The Unassign Training page in the Team Workspace provides you with multiple options to unassign your employees from the training that you have previously assigned them to.
Navigation
In the left navigation, make sure you are in the Team Workspace.
When in the Team Workspace, select Self-Paced Training and then select Unassign Training.
From this page, you can select to unassign the users from either a Course or a Learning Path, based on the tab you select.
Who can Unassign Training
Basically, the users who have the permission to assign training will also be able to unassign this training. More specifically:
Admins have access to both Course and Learning Path tabs and can unassign all academy courses and learning paths.
Training Managers will only have access to the Course or Learning Path tabs if they are allowed to (un)assign this type of training, from the Academy settings. If Training Managers are allowed to (un)assign Courses/Learning Paths, they will be able to (un)assign all Courses/Learning Paths.
The users with the Assign Training permission by default can (un)assign only courses and Learning Paths that are listed in categories where they have access. However, Admins can further control what other courses they can (un)assign through the Advanced Settings.
Now let's check in more detail how you can unassign courses or learning paths and what other options you have on this page!
Individual/Advanced Unassignment
First, you need to select if you want to unassign a Course or a Learning Path. Once you decide click on the relevant tab. The process you will follow from this point on is the same for a Course or a Learning Path.
Use the search bar or filters to find the training you want to unassign and click on its name to select the training.
Now you have to select which users you want to unassign from this training. You have two different unassignment options: By Person or By Criteria.
By Person
You can find individuals easier using the search field and drop-down filter menus. In order to select an individual, simply click the Plus symbol next to his/her name in the left-hand column. The user will then appear in the right-hand Selected column. To remove an individual from the list, click the Minus symbol.
Once you have selected the users that you want to unassign, you have the option to select if from these users you want to exclude the users that have already completed this course. To do so, just select the Exclude users that have completed the course checkbox.
Please note that you can then review all the users who have been excluded from a Course or Learning Path Assignment Rule by populating the relevant "Exclude Users From Assignment Rules Report" from the Report Builder. Read more: Using the Report Builder
Last but not least, you can add a custom message if you want to explain why the user(s) was/were unassigned from a course or learning path.
When finished, just click Unassign to complete the process!
Understanding Course Unassignment Restrictions
When managing course unassignments, certain restrictions apply based on the enrollment source.
Below are the scenarios and guidelines:
Curriculum-Based Assignments
- Users assigned to a course as part of a curriculum cannot be unassigned individually.
- If you attempt to unassign such users, the following will occur:
- A pop-up message will state: "No users were unassigned from the course".
- A red notification will appear, explaining: "The user is enrolled in the course as part of a curriculum and could not be unassigned!"
Rule-Based Assignments
- Users assigned via an automated rule cannot be unassigned individually unless an exception is applied.
- If you attempt to unassign without applying an exception, the system will:
- Display a pop-up message: "No users were unassigned from the course".
- Show a red notification stating: "This user matches the criteria of an automated assignment rule and could not be unassigned!"
- To unassign such users:
- Select the "Exclude from assignment rules" checkbox.
- Note: Once excluded, these users will no longer meet the rule's criteria.
Self-Enrollment via Curriculum
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Users enrolled in a course through Self-enrollment via Curriculum cannot be unassigned. However, users who have independently self-enrolled in the course can be unassigned without issues.
By criteria
You can select to unassign users based on their job and location. Under Advanced selection, select the specific job to which this process should be applied. Then, select both the desired Above Units and Units in their respective columns, filtering using the drop-down menus, if needed.
You can also filter the users further based on custom fields that you have set up for your Academy by clicking the "Choose Additional Fields" dropdown.
You can also select to combine two different groups of users to match your needs. You can read more on how to combine two unassignment groups here: Combining (Un)Assignment Rules
Once you have selected the users that you want to unassign, you have the option to select if from these users you want to exclude the users that have already completed this course. To do so, just select the Exclude users that have completed the course checkbox.
This means that the users who have already completed the course will not be unassigned.
You can also select to unassign & exclude any users who have been enrolled in this training through an Automated Rule. To do so, just select the Exclude from assignment rules checkbox.
Please note that you can then review all the users who have been excluded from a Course/Learning Path Assignment Rule by populating the relevant "Exclude Users From Assignment Rules Report" from the Report Builder. Read more: Using the Report Builder
Last but not least, you can add a custom message if you want to explain why the user(s) was/were unassigned from a course or learning path.
When finished, just click Unassign to complete the process!
NOTE: When an user with Assign Training permissions has assigned themselves to a Course or a Learning Path, they are only able to unassign themselves from their Dashboard by clicking on the wrench icon and then Unassign.
Understanding Course Unassignment Restrictions
When managing course unassignments, specific restrictions apply based on the enrollment source. Below is an overview of the scenarios and guidelines:
Curriculum-Based Assignments
- Users assigned to a course as part of a curriculum cannot be unassigned via the By Criteria page.
Rule-Based Assignments
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Users assigned to a course through an automated rule cannot be unassigned via the By Criteria page unless an exception is made.
- To unassign these users:
- Select the "Exclude from assignment rules" checkbox.
- Note: Once excluded, these users will no longer meet the rule's criteria.
Self-Enrollment via Curriculum
- Users enrolled in a course through Self-enrollment via Curriculum cannot be unassigned.
- However, users who have independently self-enrolled in the course can be unassigned without issues.
Template Unassignment
If you are an Admin or a Training Manager (if your Admin has allowed them to assign training) are able to use a template to unassign training from users. To do so head back to the Unassign Training page.
First, you need to select if you want to unassign a Course or a Learning Path. Once you decide click on the relevant tab. Then click on the Download Template button to download the template.
In the template that you downloaded fill in all of the relevant information. You need to fill the following fields based on your needs:
1) A unique identifier for each user. You can use the Schoox User ID, Email, or External ID. Just make sure that the field that you are using is a unique identifier for your users.
2) A Course/Learning Path ID for each course/Learning Path you need to unassign. You can find this by populating a Course/Learning Path Report on the Report Builder, by the reports described below, or by checking the course's/Learning Path's URL.
In case you have users that were assigned to their training through an automated rule, and you want to Unassign & Exclude them from the auto-assignment rule via the template, make sure to change the "Exclude from assignment rules" field in the template to Yes.
Please note that if you are using a template (upload the Mass Unassignment file) to unassign training to a number of users, you will need to make sure your file has the right format including a blank line under the first line (as shown in the image below).
Please note that you can then review all the users who have been excluded from a Course/Learning Path Assignment Rule by populating the relevant "Exclude Users From Assignment Rules Report" from the Report Builder. Read more: Using the Report Builder
Once you have filled the template with the needed users and training, click on the Upload button and add your template. The process will begin shortly!
Training Reports
On the Unassign Training page, you have the option to download reports for your Courses and Learning Paths.
Under the Courses or Learning Paths tab, you will find one or two Excel icons (depending on your role), each one corresponding to a Report.
The first report, which is only available for Admins and Training Managers, will provide you with a list of all your Courses or Learning Paths (based on the tab you have selected) and their IDs.
The second report will provide you with a list of all the Course/Learning Path Automated Rules and the Organizational Structure they have selected.
Just click on the respective button and your report will be downloaded immediately!
Read also: Unassigning Multiple Courses from Multiple Users and Unassigning Multiple Learning Paths from Multiple Users