When a licensed participant leaves your organization, you can mark them as "No Longer with Company" to immediately revoke their platform access and return their license to your available pool for reassignment.
How to Mark a Participant as No Longer with Company
Navigate to People > Participants
Select the checkbox(es) for the participant(s) you want to remove
Click No Longer with Company from the advanced action menu at the bottom of the screen
Review the confirmation message and click to proceed
Before completing this action, you'll see a confirmation dialog that explains:
Selected participants will lose access to all programs and collections
The number of licenses that will be returned to your available balance
Participants will remain visible in AdminStudio Reports
Only an ExecOnline representative can reverse this action
What Happens After Marking Someone as No Longer with Company
Platform Access
Participant immediately loses access to all learning collections and courses
Their user record remains in the Participants list for admins with a visual indicator showing they are no longer with the company
Learning History & Reporting
All prior learning progress and completion data is preserved
Historical data remains accessible to admins in AdminStudio Reports
Participant records continue to appear in reporting for audit and compliance purposes
License Management
Previously activated licenses are automatically returned to your available license pool
Reclaimed licenses can be immediately assigned to new participants
Important Considerations
This action cannot be reversed by admins – Only an ExecOnline representative can restore access for a participant marked as no longer with the company
Data is retained – Participant records and learning history are preserved for reporting purposes
Complete record removal – If you need a participant's record fully deleted from the system, please contact your ExecOnline representative
Need Help?
Contact us if you need to:
Reverse the "No Longer with Company" status for a participant
Completely remove a participant's record from the system
Get assistance with license management