ClearCompany Learning: Manage Assignments

Juan Burgos

Edited May 23, 2025 20:40

ClearCompany Learning Assignments enable administrators to efficiently create, manage, and modify training assignments for users. Whether organizations need to assign training to individuals, groups, or based on filters like job roles or language, this guide will walk you through best practices and step-by-step instructions for managing assignments.

In this article:
Assignments Overview
Best Practices
Manage Assignments
F.A.Q.
Additional Resources

Note:

Assignments are an add-on feature for ClearCompany Learning. Reach out to ClearCompany for assistance.

Assignments Overview

To effectively manage assignments in ClearCompany Learning. Users will need to:

Edit or remove assignments without disrupting user progress.
Apply filters to assign training to the right audience.
Inactivate assignments to preserve data without deleting them.
Avoid common mistakes when working with live assignments.

Best Practices

Avoid changes unless necessary: Modifying live assignments, such as adding or removing users or learning objects, can result in errors or unexpected behavior, including assignments being removed for users who still need them.
Use the "Inactivate" option: The Inactivate option allows organizations to turn off an assignment while preserving its records for reporting purposes.
Before making assignment changes, consider:
- Am I working on a live assignment? If so, should I instead use the “Inactivate” option?
- Do I need to retain the assignment history for reporting? Inactivation preserves data; deletion does not.
- Have I confirmed the correct users are included? Use filters or groupings intentionally.
- Are there upcoming changes to the user base that affect this assignment? Plan accordingly to prevent gaps or duplicate assignments.

Managing Assignment

When deciding whether to edit an assignment, consider the below:

Key Considerations:

Avoid editing LIVE assignments unless absolutely necessary.
Any changes you make—such as adding or removing users or objects—will take effect immediately.
New learning objects inherit the original due date rules, but countdowns reset per object.

Editing an Assignment

To edit an existing assignment:

From the administration dashboard, go to Assignments, then click Manage Assignments.
Click the pencil icon for the desired assignment.
Navigate through the tabs, making changes as needed. Keep in mind, Batch Name will be the only field in the Settings tab that can be edited.

Inactivate

To keep reporting intact, instead of deleting an assignment or removing an assignment, ClearCompany recommends changing the status of the Assignment to Inactive. Navigate to the assignment and from the Settings tab, change to Inactive from the Status field.

Filter Options

When selecting users to add to an assignment, users have the option to use filters to customize who the users who will receive this assignment. From the Select Users tab, clicking More Filters will display the available filters below:

Secondary Groups: Based on users assigned to specific secondary groups.
Primary Role: Based on the user's main role.
Secondary Role: Includes additional roles.
Job Role: Based on users' job titles.
Language: Target users by selected language.
Timezone: Narrow users based on their time zone settings.
Auxiliary Fields: Select users based on active auxiliary fields associated with users.

Note:

Filters only affect users visible within your permission scope.
Adding users to a group after creating a filtered assignment does not automatically include them.
Automated onboarding is only enabled when assigning through Groups or Groupings tabs, not filters.

Exclude a User

You can exclude individual users from a current assignment. This will:

Remove the assignment and learning objects from their view (unless separately granted access).
Prevent the recurrence of that assignment for the user.

Important

Excluding users from live assignments is not recommended unless necessary. Completed records will remain in the user’s history.

To exclude a user

From the administration dashboard, go to Assignments, then click Manage Assignments.
Click the pencil icon for the desired assignment.
Select the Overview tab.
In the Select Groups/Users section, uncheck the box next to the user
Use the dropdown menu to review selected/excluded users. Changes are applied immediately.

Recurring Assignments

Recurring assignments cannot be removed without assistance from the ClearCompany Learning team. You can alternatively log the assignment as complete for affected users. For information, refer to ClearCompany Learning: Recurring Assignments Based on Historical Records

Single Assignments

Option	Description
Remove the user, group, or grouping from their respective tabs.	Users can navigate to the assignment and under the "Select Users, Select Groups, and Select Groupings" tab, the users, groups will be listed on the right-hand side, and under action, clicking the red x will remove the user.
Log the assignment as complete.	To log an assignment as complete: From the admin dashboard, click Learning Objects, then Log Completions. Select the object by clicking the green plus, then click Next Step. Select the user (s), then click Next Step. Confirm the object and the users and adjust any options available. When finalized, click Confirm Log Completions. For more information, refer to ClearCompany Learning: Bulk Transition Historical Data.
Use group filters to exclude users from future assignments.	Under Select Groups, confirm that the necessary groups are added and removed.
You may also delete the record, but deleted records cannot be recovered.	Deleting a record will remove it from the user and from reports. We do not recommend removing records unless it is a test. To delete a user record: From the admin dashboard, click Users/Groups, then Users. When the user has been selected, click the pencil icon. Navigate to the User Records tab. Under the object/assignment, click the X under actions. Users will be prompted to enter the password to confirm.