ClearCompany Learning: Removing a User Record

There may be rare occasions where an admin needs to delete a user’s learning record — for example, if it was assigned in error or duplicated during testing. In ClearCompany Learning, only Superadmins (assigned to the top-level company group) have the ability to delete user records, and this action is permanent and unrecoverable. This article walks users through when deletion is appropriate, how it works, and how to execute it safely.

In this article:
Removing User Records Overview
Delete a User Record
Retrieve Learning Object and Assignment Batch IDs
F.A.Q.

Removing User Records Overview

Deleting user records should be approached with caution and is only available to Superadmins. It's important to note:

• Integration Impact: The ability to delete user records is not affected by system integrations.
• Limitations: You cannot delete objects, groups, groupings, reports, or assignments.
• This process requires both the Learning Object ID and the Assignment Batch ID (if the record was assigned).
  • Learning Object ID: The Learning object ID generated by the ClearCompany Learning platform after creating the assignment.
  • Assignment Batch ID: The assignment ID generated by the ClearCompany Learning platform after creating the assignment.

Delete a User Record

From the administration dashboard:

1. Click Users/Groups, then Users.
2. Use the search bar or filters to find the user. Click the pencil icon to edit their profile.
3. Click on the User Records tab.
4. Identify the specific record to delete using the Learning Object ID and, if applicable, the Assignment Batch ID.
5. Important Considerations:
   • Records that are part of a recurring assignment cannot be deleted.
   • For complex objects, delete all associated child records before attempting to delete the parent record.
6. Click the red icon under the Action column next to the record.
7. Provide your password to Submit.
   

Retrieve Learning Object and Assignment Batch IDs

Learning Object ID & Assignment Batch IDs

To obtain the necessary Learning Object and Assignment Batch IDs:

1. From the administration dashboard, click Reports, then Export Reports.
2. From the dropdown menu, select User Records.
3. Click Export to generate the report.
4. The report will be generated as a .csv file. Open the report:
   • Refer to Column C for the Learning Object ID.
   • Refer to Column J for the Assignment Batch IDs 
   • Refer to Column D: parent_record_id to identify parent-child relationships.

F.A.Q.

Can deleted records be restored?

No. Once a user record is deleted, it is permanently removed and cannot be recovered.

How do I confirm whether a record is safe to delete?

Check if the record is part of a recurring assignment or complex object. Use the User Records export to view parent_record_id values and confirm dependencies.

Will deleting a record trigger a notification to the user or their manager?

No. Deleting a user record does not trigger any notifications to the user, manager, or stakeholders. However, this may impact the user’s visible progress.