How can I unassign training from the Unassign Training page?

The Unassign Training page under the Administration menu page provides you with multiple options to unassign your employees from the training that you have previously assigned them to! 

To find the Unassign Training page, head to the Administration Panel, click on Online Training, and then select Unassign Training. From this page, you can select to unassign the users from either a Course or a Curriculum, 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 Courses and Curricula tabs and can unassign all academy courses and curricula.

Training Managers will only have access to the Courses or Curricula 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/Curricula, they will be able to (un)assign all Courses/Curricula. 

The users with the Assign Training permission by default can (un)assign only courses and curricula 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. 

If you are an Admin you can read more on the Learning Management settings: Learning Management Academy Settings

Now let's check in more detail how you can unassign Courses or Curricula and what other options you have on this page!

Individual/Advanced Unassignment

First, you need to select if you want to assign a Course or a Curriculum. 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 Curriculum. 

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Use the search bar or filters to find the training you want to unassign. Once you find it click on its name to select it!

Now you have to select which users you want to unassign from this training. You have two different assignment options: Individual or Advanced.

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Individual assignment

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.

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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.Screenshot_43.png

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. Screenshot_37.png

Please note that you can then review all the users who have been excluded from a Course/Curriculum Assignment Rule by populating the relevant "Exclude Users From Assignment Rules Report" from the Report Builder. Read more: How to use 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 curricula.

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When finished, just click Unassign to complete the process! 

Advanced unassignment

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.

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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. 

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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: How to combine (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.Screenshot_43.png

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. Screenshot_37.png

Please note that you can then review all the users who have been excluded from a Course/Curriculum Assignment Rule by populating the relevant "Exclude Users From Assignment Rules Report" from the Report Builder. Read more: How to use 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 curriculum.

unassign_message.png

When finished, just click Unassign to complete the process! 

NOTE: If a user with Assign Training permissions has assigned him/herself to a Course or a Curriculum, is only able to unassign him/herself from his/her Dashboard by clicking on the wrench icon and then Unassign.

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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 Curriculum. Once you decide click on the relevant tab. Then click on the Download Template button to download the template. 

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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/Curriculum ID for each course/curriculum you need to unassign. You can find this by populating a Course/Curriculum Report on the Report Builder, by the reports described below, or by checking the course's/curriculum'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).

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Please note that you can then review all the users who have been excluded from a Course/Curriculum Assignment Rule by populating the relevant "Exclude Users From Assignment Rules Report" from the Report Builder. Read more: How to use 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 Curricula. 

Under the Courses or Curricula tab, you will find one or two Excel icons (depending on your role), each one corresponding to a Report. 

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The first report, which is only available for Admins and Training Managers, will provide you with a list of all your Courses or Curricula (based on the tab you have selected) and their IDs. 

The second report will provide you with a list of all the Course/Curriculum Automated Rules and the Organizational Structure they have selected. 

Just click on the respective button and your report will be downloaded immediately! 

Read also: Can I unassign multiple courses from multiple users?

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