This article explains how to retrieve a code when a learner leaves your organization or company.
If a learning code has been assigned to a learner who is no longer employed with your company or part of your organization, you can revoke the code as long as it has not been redeemed. This process ensures that valuable resources are available for current employees or members who need them.
Revoking an Unused Code
To revoke an unused code, follow these detailed steps:
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Access the Admin Dashboard: Log in to your organization’s admin dashboard. This is typically found on your company’s learning management system or the platform where codes were initially assigned.
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Navigate to the Code Management Section: Look for a section labeled “Code Management” or “Subsidy Management.” This is where you can view and manage all assigned codes.
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Locate the Code to Be Revoked: Find the specific code assigned to the former employee. You can search by the learner’s name, email, or the unique code itself.
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Select the Code and Initiate Revocation: Click on the code to bring up details and options. Select the “Revoke Code” option to initiate the revocation process.
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Confirm the Revocation: A confirmation prompt will appear. Confirm that you want to revoke the code. Once confirmed, the code will be marked as revoked in the system.
Important Considerations
- Unredeemed Codes Only: Please note that you can only revoke codes that have not been redeemed. If a code has already been used to enroll in a course, it cannot be revoked or reassigned.
- No Removal of Enrollments: There is no way to revoke a code or remove a learner's course enrollment once the code has been redeemed. The enrollment is permanent and cannot be undone.
Example Scenario
Imagine you assigned a learning code to Sarah, an employee who recently left your company. Sarah hasn’t used the code yet. Here’s how you can revoke her code:
- You log in to your admin dashboard.
- Navigate to the “Code Management” section.
- Search for Sarah’s code using her email address.
- Select the code and click on “Revoke Code.”
- Confirm the revocation in the prompt that appears.
Once revoked, the code can be reassigned to another employee who needs it, ensuring that your learning resources are utilized efficiently.
For more information or assistance about Code Management, submit a support ticket to enterprise-support@edx.org, or reach out to your account manager (where applicable)