Academy provides delivery teams with the tools to manage changes to learner enrolments. This guide covers three key actions you can perform from the Class List in a program:

• Withdrawals – removing a learner from a program
• Transfers – moving a learner from one program to another

Each of these actions can be performed by program team members.

To read about how these actions apply to paid enrolments, or how learners/purchasers can use self-service options, visit our article on Learner Withdrawals, Substitutions, and Transfers - Paid Enrolments and Self-Service.

Withdrawals

Withdrawing a learner removes them from a program. Once withdrawn, the learner will no longer have access to the program content, and their record will appear under the Cancelled Enrolments tab on the Class List.

How to Withdraw a Learner

1. Navigate to the program and open the Class List from the left-hand sidebar under Manage Cohorts.
2. On the Enrolled Learners tab, find the learner you wish to withdraw.
3. Click the three-dot menu next to the learner’s name.
4. Under Change Program Status, select Remove from Program.

What Happens After a Withdrawal

Once a learner is removed from a program:

• The learner is moved from the Enrolled Learners tab to the Withdrawn Enrolments tab.
• The Learner's enrolment record logs the action (e.g. “Withdrawn from program”)
• The Reason for Withdrawal column will display “Removed from program”.
• The Total Seats Filled count is reduced, freeing up the seat for another learner.
• The learner loses access to the program content.

Viewing Withdrawn Enrolments

To review withdrawn or removed learners, go to the Class List and click the Withdrawn Enrolments tab in the left-hand sidebar. This view displays all learners who have been removed from the program, along with the following columns:

Note: Learners who were removed by a team member will show “Removed from program” as the reason. Learners who withdrew through self-service will show “Withdrawn”.

Other Learner Status Options

The three-dot menu on the Class List also includes a Did Not Complete option under Change Program Status. This is a separate action from withdrawal and is used to mark a learner as having not completed the program requirements. Unlike Remove from Program, the Did Not Complete action shows a confirmation dialog stating that the change is final and cannot be undone.

Substitutions

No-cost enrolments are not eligible for substitution, as there is no transaction to substitute. If you would like to replace one Learner's seat in a program with a different Learner, withdraw the original Learner, and enrol the new one.

Transfers

Transferring a learner moves them from one program to another. The learner is automatically withdrawn from their current program and enrolled in the selected destination program.

How to Transfer a Learner

1. Navigate to the program and open the Class List from the left-hand sidebar under Manage Cohorts.
2. On the Enrolled Learners tab, find the learner you wish to transfer.
3. Click the three-dot menu next to the learner’s name.
4. Under Change Program Status, select Move to another Program.
5. In the Move to another program dialogue, use the dropdown to choose the destination program.
6. Review the confirmation screen, which shows the learner being transferred, the program they are being withdrawn from, and the program they will be enrolled in.
7. Optionally, toggle the Send Welcome Email setting on or off.
8. Click Yes, Transfer to confirm, or No, Cancel to go back.

What Happens After a Transfer

Once a transfer is confirmed:

• The learner is withdrawn from the original program and appears in that program’s Withdrawn Enrolments tab.
• The learner's enrolment record in the original program logs the action (e.g. “Transferred to [Program Name]”)
• The learner is enrolled in the destination program and appears on its Enrolled Learners tab.
• The learner’s enrolment record in the destination program logs the action (e.g. “Transferred from [Program Name]”) in the Enrolment tab’s action history.
• A seat is freed up in the original program.