Use 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.

Navigation: UKG Pro LearningAdminOnline TrainingUnassign 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

Users who have the permission to assign training will also be able to unassign this training. More specifically:

  • Administrators 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. 
  • By default, users with the Assign Training permission can (un)assign only courses and curricula that are listed in categories to which they have access. However, administrators can further control what other courses they can (un)assign through the advanced settings. 

Individual/Advanced Unassignment

First, you need to select if you want to unassign a course or a curriculum. Once you decide, select the relevant tab. The process you will follow from this point on is the same for a course or a curriculum. 

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

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

Individual assignment

You can find individuals more easily using the search field and drop-down filter menus. In order to select an individual, select the plus (+) symbol next to their name in the left-hand column. The user will then appear in the right-hand Selected column. To remove an individual from the list, select 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. 

This means that the users who have already completed the course will not be unassigned.

You can also select to unassign and 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. 

Note:
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. 

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.

When finished, select 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.

You can filter the users further based on custom fields that you have set up for your academy by using the Choose Additional Fields dropdown. 

You can also select to combine two different groups of users to match your needs by combining (un)assignment rules.

Once you have selected the users that you want to unassign, you have the option to select 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 also have the option 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. 

Note:
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. 

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.

When finished, select Unassign to complete the process. 

Note:
If a user with Assign Training permissions assigns themselves to a course or a curriculum, they are only able to unassign themselves from their dashboard by selecting the wrench icon and then Unassign.

Template Unassignment

If you are an administrator or a training manager (if the administrator has allowed them to assign training) you are able to use a template to unassign training from users. To do so go 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. 

In the template that you downloaded fill in all of the relevant information. You need to fill in the following fields based on your needs:  

1) A unique identifier for each user. You can use the 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.

Note:
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.

Note:
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. 

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. 

The first report, which is only available for administrators 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.

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