When Users are Unassigned or Deactivated, their learning progress is frozen as a historical snapshot, to ensure accuracy for Managers and Admins, when reporting.
All actionable items become blocked, for Users that have their data frozen, meaning that Managers and Admins will be prevented from doing any of the following...
Mark as Complete
Mark as Attended
Assessment Marking
Reward triggering
Progress Recalculation
Once the User is Reactivated their frozen data is discarded, and all their progress is recalculated to match the current status.
Note✨: Changes made to content, won't impact learning records.
For each of the content types, the following behaviours apply...
Course and SCORM
For Courses and SCORM Courses (including Easygenerator and HowNow+ content)
Progress percentage and status are frozen, upon unassignment.
Progress slide-out frozen.
Newly added Lessons/Assessments/SCORM files after unassignment do not appear in the slide-out screen.
Deleted Lesson and Assessments appear greyed out and non-clickable.
Name updates to Lessons/Assessments/SCORM files, after unassignment, are shown in the slide-out screen.
“Current Progress” tab name changes to “Last Progress”.
Time Spent is frozen on the Content Sub-page and Group Learning History tab > Content Sub-page.
Live Class/Webinar/Event
Mark as Attended is removed for Unassigned/Deactivated Users.
Deadline and Expiry Dates are removed.
Cancel Booking is unaffected currently (would still need to be done manually, by the Author/Collaborator).
Across all content types
Including Course, SCORM, Nugget, Live Class, Webinar, Event and Pathway.
Deadline date is removed on unassignment (Content Sub Page, Group Learning History tab, and Line Manager View (Team page)).
Expiry Date is removed on unassignment.
This includes all future Expiry Dates.
Skills Developed section is hidden in the slide-out screen (via the Content Sub-page).
Skills Developed section is hidden in the slide-out screen, on the Line Manager View page.
Duration value unchanged and continues to update, except for Pathways where Duration is removed for Unassigned Users.
Frozen data per page...
To understand the above further, from a per-page perspective, we can assume the following...
User Learning History (ULH)
Learning Progress status and percentage are frozen.
In our example below, this Manager is unassigned from all 3 Courses, so the Status column leaves the values as Completed / In Progress / Completed/.
Expiry Date removed.
The column will always show a dash "-" to represent that the Expiry Date is no longer relevant for this unassigned User.
Duration unchanged and continues to update (except Pathway: hyphenated)
Here, one Pathway is no longer part of our User's learning, while they are still assigned to the other. The Duration column reflects this with the "Unassigned" tag and the "-" in the Duration column.
Content Sub Page
Learning Progress status and percentage are frozen.
Deadline and Expiry Dates are removed, with all future renewal jobs stopped.
We can see that Ella is Unassigned, meaning her Deadline is no longer relevant to her. The User still assigned is shown with the Deadline they need to complete by.
Progress column's slide-out screen: status is frozen. "Current Progress" tab, changes to "Last Progress".
In this example, the User was unassigned while being In Progress (completed 1 of 2 Lessons) at the time. After this, the Author deleted the final Lesson. The User's status is still frozen as "In Progress", but the screen updates to show that a Lesson was deleted regardless.
Skills Gained section is hidden.
Mark as Complete is no longer available (for individuals and via the Bulk option).
Group Learning History tab > Content Sub-page
The same data frozen on the Content Sub-page, is also frozen via the Groups > Group Sub-page > Learning History tab > Content Sub-pages.
Line Manager View (LMV)
Team View: Learning Progress status and percentage are frozen, from the slide-out screen.
User View: – Learning Progress, Time Spent and Rewards count are frozen, from the slide-out screen.
Duration unchanged and continues to update (except Pathway: hyphenated).
Skills developed section hidden.
Deadline label and reminder removed from content card. No Expiry shown.
Tasks Page / Assessments Sub-page / Main Dashboard page
Tasks > Assessment tab: “Not Marked” records removed for unassigned Users.
In this example, the User is waiting to have their Assessment marked, as they are still assigned. As soon as they are unassigned, the option to Mark the Assessment will be automatically deleted for the Marker.
Assessments Sub-page: “Mark” option removed from 3-dot menu for unassigned Users.
Dashboard page > Tasks section: Assessment mark requests removed for Unassigned Users.
Exports and Reports
For all the above pages, where Exports can be downloaded, the columns that have values removed, due to unassignment, will show with the dash symbol "-". Thee include the following...
User Learning History: Progress values, Expiry Date.
Content Sub-page: Progress values, Deadline and Expiry Date.
Group Learning History: Progress values, Deadline and Expiry Date.
Line Manager View: Course/SCORM; Progress values, Deadline, Expiry Date and Skills Developed.
Re-assignment and Reactivation ...
Remember when a previously unassigned or deactivated User is re-assigned, the frozen data is deleted. These values are then recalculated from the live content.
If that same User is deactivated again, another set of data would be frozen (at which point, it's recommended to export that data).
Progress (and slide-out screen) recalculation
Progress is recalculated based on the current settings/structure of the Course or SCORM Course.
Progress may increase or decrease depending on content being added or removed.
If upon being reactivated, a User's recalculated progress reaches 100%, their Progress status will update to Completed, and Rewards will be achieved (where applicable).
When HowNow+ Courses are updated (file is replaced) - while the User was unassigned - and the same User is later reassigned, their Progress resets to 0% and Time Spent resets to 0.
Once greyed-out deleted items disappear, and the current Course structure is shown as normal. this includes any newly added Lessons/Assessments/SCORM files.
“Last Progress” tab name changes back to “Current Progress”.
Deadline recalculation
A Deadline that has not been changed, or has been updated to a new date, will be reinstated as part of the reassigned User's experience/learning requirement, including that new date.
Any Deadline that was removed before reassigning the User, will remain removed, therefore can't be reinstated.
A Relative Deadline (days/weeks/months from enrolment), will recalculate from the date the User was reassigned to the content.
If Deadline for content has already passed, reassigned Users will have their status updated to Overdue.
When the Deadline is set to a date after the User's reassignment date, then the Progress status will update form Overdue to In Progress.
The User's status was Overdue before being unassigned
(Author changes Deadline to a date way in the future: 20 May 2027)
User is then reassigned on 1 June 2026
The User's status will update from Overdue to In Progress.
If Lessons/Assessments have been removed from a Course, making it 100% for the User, despite of the Deadline set, the Progress status will be updated to Completed.
Expiry Date and Renewal recalculation
The current Expiry settings will apply to the reassigned User.
If Renewal is turned off there will be no Expiry Date set.
If the Expiry Date falls in the past, upon reassigning a User, then content is instantly renewed, with Not Started (0%) progress status.
If the Expiry Date is in the future, then the User's renewal will be scheduled as normal, for that date.
If a User is reassigned on the same day as the Expiry Date, renewal will be scheduled at the end of da at midnight.
For User who have already completed the learning: if Renewal is toggled on, the Expiry Date will be set, but no renewal will occur in that moment.
Rewards upon reassignment
Rewards are automatically assigned to Reassigned Users who match the criteria of 100% completion upon reassignment.
These same Rewards appear in the Rewards Sub-page and Reports
Email and in-app notification are sent to the Users.
Skills and other fields
Skills Gained / Skills Developed sections reappear
Deadline date and label reappear on the Line Manager View (LMV) content cards.
All LMV fields (Progress, Time Spent, Rewards) continue to provide real-time updates/values.
Things To Remember
Important points to remember include...
Rewards and Completion can only be triggered for actively assigned learners. Once a learner is unassigned, their record is locked. This prevents accidental completions or rewards from content edits.”
“These actions are only available for assigned learners. If the learner has been unassigned, you’ll need to reassign them first before marking them.”
You can see unassigned Users in all reporting with their frozen snapshot values. They are clearly distinguishable from active learners.