Unassign Training

The Unassign Training page in the Team workspace provides multiple options to unassign learners from previously assigned training.

Who Can Unassign Training

Anyone with permission to assign training can also unassign training.

• Administrators have access to both Course and Learning Path tabs and can unassign all academy courses and learning paths.
• Training Managers only have access to the Course or Learning Path tabs if the academy settings allow it. With this access, they can assign and unassign all courses or learning paths. 
• Anyone with the Assign Training permission can only, by default, assign and unassign courses and learning paths listed in the categories they can access. Administrators can control what other courses they can assign and unassign in the Academy Admin Control Panel (UKG Learning > Academy Workspace > Settings > Academy > Training Assignment Settings). 

Navigation: UKG Learning > Team Workspace > Self-Paced Training > Unassign Training

Here you unassign the learners from courses and learning paths based on the tab you select. The process is the same for both, regardless of the method you use to unassign training. 

Unassign by Person

1. Select the Courses or Learning Paths tab.
2. Use the checkboxes to select one or more courses or learning paths.
3. Select the Next button.
4. Use the list to locate the learner(s) to unassign and select the + (plus) icon. The learner moves to the Selected column.
5. Exclude users that have completed the course by selecting the checkbox. 
6. Exclude these learners from assignment rules by selecting the checkbox.
   • Review all the users who have been excluded from a Course or Learning Path Assignment Rule by using the Exclude Users From Assignment Rules Report in the Report Builder (UKG Learning > Team Workspace > Reporting > Report Builder).
7. (optional) Add a custom message to explain the unassignment reason.
8. When finished, select Unassign. 

Course Unassignment Restrictions

When managing course unassignments, certain restrictions apply based on the enrollment source.

Below are the scenarios and guidelines:

Learning Path-Based Assignments

Users assigned to a course as part of a learning path cannot be unassigned individually. If you attempt to unassign such users, the following will occur:

1. A pop-up message will state: "No users were unassigned from the course".
2. A red notification will appear, explaining: "The user is enrolled in the course as part of a learning path 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:

1. Display a pop-up message: "No users were unassigned from the course".
2. Show a red notification stating: "This user matches the criteria of an automated assignment rule and could not be unassigned!"

Unassign a User Assigned Via an Automated Rule

If you are an Admin or a Manager with the relevant permission, you have the option to unassign users from courses, even if they match the criteria of an automated rule. The users will be excludedε from the rule and the courses will not be assigned to them in the future via a rule.

This option is available for Admins, Training Managers who have the Assign permission, and Managers who have the "Exclude from assignment rules" permission.

Navigation: UKG Learning > Team Workspace > My Team Dashboard > Training

1. Find the desired user and select their name. This gives you an overview of all courses they are enrolled in.
2. Locate the course you want to unassign and select the wrench icon. There are two options available:
   • Unassign: The regular process, identical to the individual unassignment
   • "Exclude from assignment rules" checkbox and Unassign: The user will be unassigned from this course and excluded from all current and future automated assignment rules for this course, even if they meet the defined criteria. This behavior applies exclusively to this course.
     
3. Select Save when finished. 

You can then review all the users who have been excluded from a Course Assignment Rule along with the user that excluded them by runninging the Course Exclude Users From Assignment Rules Report from the Report Builder.

Self-Enrollment via Learning Path

Users enrolled in a course through Self-enrollment via Learning Path cannot be unassigned. However, users who have independently self-enrolled in the course can be unassigned without issues.

Unassign by Criteria

1. Select the Courses or Learning Paths tab.
2. Use the checkboxes to select one or more courses or learning paths.
3. Select the By Criteria button.
4. Select a Job.
5. Select the Above Units.
6. Select the Units
   • (Optional) Use the Choose Additional Fields dropdown to use any custom fields you may have for your academy.
7. Select the Add More Unassignment Rules link to Combine Assignment or Unassignment Rules.
8. Exclude users that have completed the course by selecting the checkbox. 
9. Exclude these learners from assignment rules by selecting the checkbox.
   • Review all the users who have been excluded from a Course or Learning Path Assignment Rule by using the Exclude Users From Assignment Rules Report in the Report Builder (UKG Learning > Team Workspace > Reporting > Report Builder).
10. (optional) Add a custom message to explain the unassignment reason.
11. When finished, select Unassign. 

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

Course Unassignment Restrictions

When managing course unassignments, certain restrictions apply based on the enrollment source. Below are the scenarios and guidelines:

Learning Path-Based Assignments

Users assigned to a course as part of a curriculum cannot be unassigned via the By Criteria page. 

Rule-Based Assignments

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:

1. Select the "Exclude from assignment rules" checkbox.
   Note:
   Once excluded, these users will no longer meet the rule's criteria.

Self-Enrollment via Learning Path

Users enrolled in a course through Self-enrollment via Learning Path cannot be unassigned. However, users who have independently self-enrolled in the course can be unassigned without issues.

Template Unassignment

Administrators and training managers with the Assign Training permission can use a template to unassign training from learners on the Unassign Training page.

1. Select the Courses or Learning Paths tab.
2. Select the Download Template button. An Excel (.xls) file downloads.
   
3. Open the template and fill it in. The following fields are required:
   • A Unique Identifier -- You can use the user ID, email, or external ID. Ensure the identifier you are using is a unique identifier for each learner.
   • A Course or Learning Path ID -- You can find this by populating a Course or Learning Path Report on the Report Builder, by the reports described below, or by checking the course or learning path URL.  
4. If you have learners who are assigned to training via an automated assignment rule and you want to unassign and exclude them from the rule using the template, enter Yes in the Exclude from Assignment Rules field.
   • Review all the users who have been excluded from a Course or Learning Path Assignment Rule by using the Exclude Users From Assignment Rules Report in the Report Builder (UKG Learning > Team Workspace > Reporting > Report Builder).
5. When finished, select the Upload icon and add your template. The process begins and you receive a notification when it is complete.

Note:
When using a template to unassign training to multiple learners, ensure your file has the right format, including a blank line under the first line.

Training Reports

On the Unassign Training page, you can download reports for your courses and learning paths. 

Under either the Courses or Learning Paths tab, select the Excel icon. A pop-up window appears, with one or two reports available for download, depending on your role in the academy. 

• Download a list of your academy's courses or learning paths
  This report is only available for admins and training managers. It provides a list of all your courses or curricula (based on the tab you have selected) and their IDs. 
• Download a list of your academy's course or learning path assignment rules.
  This report provides a list of all the course and curriculum automated rules and the organizational structure they use.