Unenroll learners from courses and training plans

Introduction

In this guide, we cover how admins can unenroll learners from courses and training plans via the Users page in the Learn365 Admin Center, the People section of the training configuration panel, by managing Microsoft Entra (Azure Active Directory) groups, and via the LMS365 (Learn365) API.

 

Unenroll learners via the Users page

Required role: catalog admin.

You can unenroll learners from courses and training plans via the Users page in the Learn365 Admin Center.

The Users page enables you to unenroll learners from specific courses and training plans, or from all courses and training plans in which they're enrolled. For detailed information about this process, see this article.

 

unenroll_learners_.png

 

Unenroll learners via the training configuration panel

Required role: catalog admin or course admin.

Depending on the course type, you can unenroll learners from courses and training plans via the People section of the course and training plan configuration panel, or the Sessions section of the instructor-led training configuration panel.

The procedure for unenrolling learners depends on the course type.

 

e-Learning courses

Required role: catalog admin or course admin.

You can unenroll learners from e-learning courses via the People section of the course configuration panel.

1. On the Enrolled Learners tab of the People section, select the relevant learners and Microsoft Entra (Azure Active Directory) groups. To select all learners in the list, select the checkbox next to the Name column heading.

2. From the opened Actions panel, select Unenroll. 

As a result, the selected learners and the members of the selected Microsoft Entra groups are unenrolled from the course. When unenrollment is completed, this will be confirmed by a system notification. Changes are saved automatically.

 

NOTE   

If a learner was enrolled in a course both individually and as a member of a Microsoft Entra group, one of the following things will happen if they're unenrolled from the course:

  • If an individual learner is unenrolled from the course, they'll remain enrolled in this course because they're still a member of the Microsoft Entra group. In this scenario, the individual learner's name will be removed from the list of Enrolled Learners. Additionally, a message will be displayed under Notifications (the bell icon). Select Details in the notification message to see a list of learners who remain enrolled in the course because they're still a member of the Microsoft Entra group.
  • If the Microsoft Entra group is unenrolled from the course, the learner will remain enrolled in this course because they were also enrolled as an individual learner.

 

Instructor-Led training

Required role: catalog admin or course admin.

The procedure for unenrolling learners from instructor-led training depends on the course enrollment type.

 

Courses of the Single group or standalone session enrollment type

Required role: catalog admin or course admin.

This type of training requires users to be enrolled in a course and registered for a standalone session or a session group, or enrolled in a course and learners then select the session themselves.

Learners can be unenrolled directly from the relevant session or session group, or from the People section of the course configuration panel.

To check whether a learner is registered in a session or a session group, or enrolled in a course without additionally being registered for a session or group, go to the People section > Learners > Session column.

 

session_column.png

 

From the course configuration panel, admins can:

  • Cancel learners' registration for a session or session group and keep learners' enrollments in the course.
  • Unenroll learners from the course.

 

Cancel registration for a session or session group, and keep learners' enrollment in the course

1. Go to the Sessions section of the course configuration panel and select the relevant session or session group.

2. From the Actions panel, select Manage Learners.

3. From the Manage Learners panel, select the relevant learners and Microsoft Entra (Azure Active Directory) groups. To select all learners and groups in the list, select the checkbox next to the Name column heading.

 

NOTE   

If a learner was enrolled in a course both individually and as a member of a Microsoft Entra group, the Microsoft Entra group registration in a session or a session group overrides the individual registration of this learner. As a result, on the Manager Learners panel of the session or session group, the learner isn't displayed as an individual learner but only as a group member.

To cancel this learner's registration for a session or session group, you should:

  • Cancel registration of the whole Microsoft Entra group in this session or session group. 
  • Remove the learner from the Microsoft Entra group. 

As a result, the learner will still keep their individual enrollment in the course without being registered for a session or session group.

 

4. Select Cancel registrations.

Registration for the selected learners and Microsoft Entra groups will be canceled in the standalone session or in all the sessions of the session group, but learners will remain enrolled in the course. When registration cancellation is completed, this will be confirmed by a system notification. Changes are saved automatically.

 

unenrollment.png

 

Unenroll learners from the course via the People section

Under the Learners tab in the People section, you'll see all the learners who are enrolled in the course, regardless of whether they're registered for one of its sessions or session groups. Unenrolling a learner from a course also cancels their registration for a session or session group.

1. On the Enrolled Learners tab of the People section, select the relevant learners and Microsoft Entra (Azure Active Directory) groups. To select all learners in the list, select the checkbox next to the Name column heading.

2. From the Actions panel, select Unenroll. The selected learners and Microsoft Entra groups will be unenrolled from the course.

When unenrollment is completed, this will be confirmed by a system notification. Changes are saved automatically.

 

NOTE   

If a learner was enrolled in a course both individually and as a member of a Microsoft Entra group, one of the following things will happen if they're unenrolled from the course:

  • If an individual learner is unenrolled from the course, they'll remain enrolled in this course because they're still a member of the Microsoft Entra group. In this scenario, the individual learner's name will be removed from the list of Enrolled Learners. Additionally, a message will be displayed under Notifications (the bell icon). Select Details in the notification message to see a list of learners who remain enrolled in the course because they're still a member of the Microsoft Entra group.
  • If the Microsoft Entra group is unenrolled from the course, the learner will remain enrolled in this course because they were also enrolled as an individual learner.

 

Unenroll_learners_from_a_single_course

 

Courses of the All groups and standalone sessions enrollment type

Required role: catalog admin or course admin.

For instructor-led training with the all- enrollment type, you can unenroll learners from the People section of the course configuration panel.

Under the Learners tab in the People section, you'll see all the learners who are enrolled in the course.

1. On the Enrolled Learners tab of the People section, select the relevant learners and Microsoft Entra (Azure Active Directory) groups. To select all learners in the list, select the checkbox next to the Name column heading.

2. From the Actions panel, select Unenroll. The selected learners and Microsoft Entra groups will be unenrolled from the course.

When unenrollment is completed, this will be confirmed by a system notification. Changes are saved automatically.

 

NOTE   

If a learner was enrolled in a course both individually and as a member of a Microsoft Entra group, one of the following things will happen if they're unenrolled from the course:

  • If an individual learner is unenrolled from the course, they'll remain enrolled in this course because they're still a member of the Microsoft Entra group. In this scenario, the individual learner's name will be removed from the list of Enrolled Learners. Additionally, a message will be displayed under Notifications (the bell icon). Select Details in the notification message to see a list of learners who remain enrolled in the course because they're still a member of the Microsoft Entra group.
  • If the Microsoft Entra group is unenrolled from the course, the learner will remain enrolled in this course because they were also enrolled as an individual learner.

 

Unenroll_users_from_all_sessions_course

 

Courses of the Multiple groups or standalone sessions enrollment type

Required role: catalog admin or course admin.

This type of training enables users to be registered for multiple standalone sessions and/or session groups, or enrolled in a course without selecting a session or a session group. Therefore, learners can be unenrolled directly from the relevant session or session group, or from the People section of the course configuration panel.

To check the sessions and/or session groups for which a learner has registered, go to the People section > Learners > Course sessions column > select the List of Sessions link.

Admins can cancel learners' registration for sessions and/or session groups and keep their enrollment in the course, or they can unenroll learners from the course.

 

the_sessions_column.png

 

Cancel registration in standalone sessions and/or session groups and keep enrollment in the course:

1. Go to the Sessions section of the course configuration panel and select the relevant session or session group.

2. From the Actions panel, select Manage Learners.

3. From the Manage Learners panel, select the relevant learners and Microsoft Entra (Azure Active Directory) groups. To select all learners and Microsoft Entra groups in the list, select the checkbox next to the Name column heading.

4. Select Cancel registrations.

Registration for the selected learners and Microsoft Entra groups will be canceled for the standalone session or all the sessions of the session group, but learners will remain enrolled in the course. When registration cancellation is completed, this will be confirmed by a system notification. Changes are saved automatically.

 

NOTE   

If a learner was enrolled in a course both individually and as a member of a Microsoft Entra group, and registered for sessions or session groups, one of the following things will happen if they cancel their registration:

  • If an individual learner cancelled their registration for standalone sessions or session groups, they'll retain their registration for the standalone sessions or session group where the Microsoft Entra (Azure Active Directory) group of which they're a member is registered. 
  • If registration for a Microsoft Entra group is cancelled for a session or a session groups, the learner will retain their individual registration because they were also registered for this session or session group as an individual learner.

 

unenroll_from_the_sessions_and_groups.png

 

Unenroll learners from the course via the People section

Under the Learners tab in the People section, you'll see all the learners who are enrolled in the course, regardless of whether they're registered for standalone session or session groups. 

1. On the Enrolled Learners tab of the People section, select the relevant learners and Microsoft Entra (Azure Active Directory) groups. To select all learners in the list, select the checkbox next to the Name column heading.

2. From the Actions panel, select Unenroll. The selected learners and Microsoft Entra groups will be unenrolled from the course.

When unenrollment is completed, this will be confirmed by a system notification. Changes are saved automatically.

 

NOTE   

If a learner was enrolled in a course both individually and as a member of a Microsoft Entra group, one of the following things will happen if they're unenrolled from the course:

  • If an individual learner is unenrolled from the course, they'll remain enrolled in this course because they're still a member of the Microsoft Entra group. In this scenario, the individual learner's name will be removed from the list of Enrolled Learners. Additionally, a message will be displayed under Notifications (the bell icon). Select Details in the notification message to see a list of learners who remain enrolled in the course because they're still a member of the Microsoft Entra group.
  • If the Microsoft Entra group is unenrolled from the course, the learner will remain enrolled in this course because they were also enrolled as an individual learner.

 

Unenroll_leanrers_from_a_multiple_session

 

Unenroll learners from training plans

You can unenroll learners from a training plan via the People section of the training plan configuration panel.

Under the Learners tab in the People section, you'll see all the learners who are enrolled in the training plan.

1. On the Enrolled Learners tab of the People section, select the relevant learners and Microsoft Entra (Azure Active Directory) groups. To select all learners in the list, select the checkbox next to the Name column heading.

2. From the Actions panel, select Unenroll. The selected learners and Microsoft Entra groups will be unenrolled from the course.

 

NOTE   

If a learner was enrolled in a training plan both individually and as a member of a Microsoft Entra group, one of the following things will happen if they're unenrolled from the training plan:

  • If an individual learner is unenrolled from the training plan, they'll remain enrolled in this training plan because they're still a member of the Microsoft Entra group. In this scenario, the individual learner's name will be removed from the list of Enrolled Learners. Additionally, a message will be displayed under Notifications (the bell icon). Select Details in the notification message to see a list of learners who remain enrolled in the training plan because they're still a member of the Microsoft Entra group.
  • If the Microsoft Entra group is unenrolled from the training plan, the learner will remain enrolled in this training plan because they were also enrolled as an individual learner.

 

Unenroll_leanrers_from_a_training_plan

 

When users are enrolled in a training plan, they're automatically enrolled in all of its courses. The same principle applies for unenrollment. If a training plan consists of three courses in which users were automatically enrolled, they'll be automatically unenrolled from all three courses when they're unenrolled from the training plan.

When unenrollment is completed, this will be confirmed by a system notification. Changes are saved automatically.

 

IMPORTANT   

If a user enrolled in a course before it became part of a training plan, then the user will still be enrolled in this course, even if they've unenrolled from the training plan.

For example, if a training plan consists of three courses and a user has already enrolled in one of these courses, when unenrolling from the training plan:

  • The user will remain enrolled in this course but will be unenrolled from the training plan and its other two courses.
  • Users who haven't previously been enrolled in a course of the training plan will be unenrolled from the training plan and its three courses.

 

Unenroll learners via Microsoft Entra (Azure Active Directory) groups

  •  If you remove users from a Microsoft Entra group, they'll be automatically unenrolled from all the courses and training plans in which they were enrolled via this Microsoft Entra group. Additionally, these users will be removed from the Users page if they aren't enrolled in any other courses or training plans as individual users. 

Users who are additionally enrolled in a course or training plan as individual users (not as part of a Microsoft Entra group) will retain their enrollments and will still be displayed on the Users page of the catalog.

 

  • If you remove the entire Microsoft Entra group from the course catalog:
    • All members of this group will be automatically unenrolled from all the courses and training plans in which they were enrolled via this Microsoft Entra group.
    • Users who were exclusively enrolled via the Microsoft Entra group will be removed from the Users page.
    • Users who were also enrolled as individuals or via another Microsoft Entra group won't be removed from the Users page and will retain their enrollment in courses or training plans as individual learners or members of other Microsoft Entra groups.

 

Unenroll learners via the LMS365 (Learn365) API

LMS365 (Learn365) allows learners and Microsoft Entra (Azure Active Directory) groups to be unenrolled from courses and training plans via the LMS365 (Learn365) API. For more information, see this article.

 

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