When someone leaves the business, they need to be set as inactive with a leaving date. This will prevent them from logging in and also, you won’t want ex-learners to skew your reporting data. When they’ve been set as inactive, they won’t show up on reports, but their training records are retained, just in case. You never know when you might need to know what learning they completed!
Managing leavers
From your Learners menu, search for the learner who is leaving and Edit their details:
Slide the Active Learner toggle to the left and Save changes:
Whilst not mandatory using this method, best practice is to also set the leaving date using the handy date picker:
This next step isn’t necessary to make someone a leaver, but it’s a great idea if you think that this person might re-join your business with a new username and keep the same email address.
The learning platform requires a valid format email address at all times, so you cannot delete an email address and save the changes for a learner account. Therefore, if you’re going to create a new account for this person in the future then you won’t be able to add the same email address. To resolve this challenge before it happens you can change the current email address by adding + “and something else”. Here you can see we’ve changed Theo’s old email address ([email protected]) to a new, and still unique, email address by including his old username ([email protected]):
Another way to set someone as a leaver is directly from the Learners page.
Pick More … Make User Inactive:
Then pick the leaving date followed by Make User Inactive:
Just between you, I, the gate post and the rest of the world, I prefer this approach as it makes you enter a leaving date which is very handy when you delve a little deeper into the power of Report Builder.
Excluding people from reporting
So we've covered leavers, but what if you’re not setting people as leavers and you simply want to exclude someone from reporting because they are on long term sick or maternity/paternity leave?
Well, there are couple of quick ways to do this. Let’s start with search and Edit:
Slide the Exclude from Reports toggle to the right and pick a reason:
Can’t see the reason you’re looking for? No problem! Type the reason you need and create it on the fly:
All that’s left is to pick the Excluded from date and Save changes:
Another way to achieve this is to pick Manage Exclusion Reasons:
This enables you to add a new reason for excluding people:
… with the added benefit that you can add a note that explains the reason for the exclusion before you Save:
Finally, another quick way to exclude someone from reporting is directly from the Learners menu:
Pick From and To dates, the reason for exclusion and then Exclude User:
Job done!