How to change Completion Statuses
The ability to change Completion Status is available for Courses and Learning Plans. It allows Admins to manually change the progression for one or multiple Users.
The workflow to change the Completion Status for one or more Users is the same for Courses and Learning Plans. Simply follow the steps below.
1: Navigate to Admin > Learning > Courses/Learning Plans > Assignments.
Here, you must select the User(s) you wish to change the Completion Status for. Once selected, click the Change status icon.
2: From here, you will be able to change the Completion Status for the User(s) you have selected. The Completion Status options are Not started, In progress, and Completed.
IMPORTANT! It is NOT possible to manually trigger to open a Renewal Window outside the scope of the Certification settings by manually changing the Completion Status of a User back to Not started.
3: Select the desired Completion Status, and finish by clicking Confirm. If you select Completed, you will see the option to mark the completion as Exempt.
Marking a completion as Exempt will mark the User as Completed without them having to take the Course. Select Yes, and you will be asked to provide an Exempt reason and date:
You must fill in the open text box Why are you exempting this user to provide the Exempt reason, as well as the Exemption date under When should this apply. The date range must be the current date or sometime within the the past 30 days. Dates later than 30 days in the past as well as future dates are not supported.
Once you click Confirm, the User will appear as Completed in the Assignment modal. However, when hovering over the Completed status, the badge will indicate that they were exempted from the Course with the Exemption reason and date showing.
IMPORTANT! Changing the Completion Status manually to Completed will issue a Certificate if this has been setup for the training in question. This means that you are able to manually issue a Certificate for a User.
However, once issued, it is NOT possible to remove the Certification from the User by changing the status to either Not started or In progress.
Will manual changes affect Reporting?
Yes, changing the Completion Status for a User will be reflected in Reporting. How this change reflects depends on the specific scenario.
Not started > In progress: Start date will be shown with the Date of this Change. Time spent will be empty as a result.
Not started > Completed: Start/Completed date will be shown with the Date of this Change. Time spent will be empty as a result. If Certification is enabled, a Certificate will be issued.
In progress > Not started: Start date will be removed and Time spent will be empty as a result.
In progress > Completed: Start date will remain, and Completed date will be shown with the Date of this Change. If any Time spent was registered before the manual change, this will remain. If Certification is enabled, a Certificate will be issued.
Completed > Not started: Start/Completed date will be removed and Time spent will be empty as a result. If Certification was enabled when Completion was first achieved, the Certificate will remain.
Completed > In progress: Start date will remain, and Completed date will be removed. Time spent will remain. If Certification was enabled when Completion was first achieved, the Certificate will remain.
How to Reassign Courses and enforce new Deadline
The ability to reassign Content is only available for Courses. It allows Admins to enforce a new Deadline for the selected Users, which will automatically reset their Completion status to Not started and mark the new assignment as Required.
When a Course is reassigned, the new Deadline is created as a Master Deadline, meaning it will override all other Deadlines the Learner might have for that Course including:
Direct assignment
Group assignment (Standard and Hierarchy)
Rule-based assignment
Learning plan assignment
Journey assignment
This means that even if the Learner already has several different Deadlines for the same Course, the new reassignment Deadline will be recognized as the prevailing one.
The workflow for Admins to reassign a Course and enforce a new Deadline for one or more Users follows the steps below.
1: Navigate to Admin > Learning > Courses > Assignments.
Here, you must select the User(s) you wish to grant a new Deadline. Once selected, click the Reassign course icon.
2: From here, you must add a Reason for reassignment, which will be captured in the Activity log.
3: Select the new Deadline, and finish by clicking Confirm.
IMPORTANT: Upon confirming, the Learner will be reset to Not started and the reassignment will be marked as Required along with the new Deadline.
Upon reassigning a Course, note that an email notification will be triggered to the Learner(s) informing them about the reassignment:
If the Admin needs to edit the reassignment, they can do so by clicking the three dots (...) when hovering over then Learner in the Assignment modal, and then clicking Edit reassignment details. This allows them to enter a new Deadline again.
Note that only one Master Deadline can persist per Learner and Course. By editing the Reassignment details, this will override the previous reassignment Deadline and reset the Completion status, and a new Activity log entry will be added.
Reassignment for Managers
The workflow for Managers to reassign a Course and enforce a new Deadline is very similar to the one for Admins. However, Managers can only reassign one User at a time and they are not able to edit a reassignment once confirmed.
1: Navigate to Teams & People > Learning > Select User (left sidebar) > Courses.
Here, they must hover over the Course they wish to reassign and click the three dots (...) and select Reassign course.
2: From here, they must add a Reason for reassignment, which will be captured in the Activity log.
3: Select the new Deadline, and finish by clicking Confirm.
After confirming the reassignment, the platform behavior is the same whether actioned by a Manager or an Admin:
Learner progress is reset
The Course becomes Required
The Master Deadline is applied
The Learner receives an email notification
The reassignment action is captured in the Activity log
Will enforcing a new Deadline affect Reporting?
The new Deadline will NOT be shown in the Deadline column in the Assignment modal for Admins. Instead, it will be reflected in the Activity log as well as in Course reporting for Admins and under My development for the Learner.
When you open the Activity Log, it will reflect who performed the reassignment, to whom it was assigned, the time the action was performed, and the new Deadline.
When Admins navigate to Reports > Courses, and open the Course in question, the new Deadline will be reflected in the Deadline column along with the Course being marked Required:
From the Learners perspective, when navigating to My development > Learning, they will find that the new Deadline is reflected in the Deadline column as well:
In case you have any questions or concerns, please feel free to reach out to the eloomi support team via the eloomi Support Hub.