Closing or Withdrawing Campaigns

Campaigns are designed to have a start and end. Most often, campaigns end based on these settings. However, you can choose to end a campaign manually by choosing to close or withdraw it. This article will help you understand the differences between closing and withdrawing campaigns and considerations for choosing the right approach. 

Overview

There are two ways that campaigns become Closed. One happens automatically when a Scheduled campaign reaches its end date and moves to a Closed status. The other way is when you manually close an active campaign. You can do manually close any campaign, whether its type is Open or Scheduled campaign. There is only one way that campaigns become Withdrawn—by being manually withdrawn.  

Learners who are running behind can still work on their training assignments if a campaign is Closed, but they cannot if a campaign is Withdrawn.

Closing a Campaign

You can close a campaign to stop new assignments from being created while still allowing current learners to finish their work. This is helpful when you're planning a new training cycle with updated content. For example, if you're planning to roll out the new edition of Preventing Workplace Harassment training soon, you might close the previous campaign so it does not continue to assign the old training while you prepare for the new campaign. This avoids learners from having back-to-back assignments. 

To close a campaign:

1. Navigate to Campaigns and select the campaign that you wish to close.
2. Click on the three dots to the right of the campaign title to open the pop-up menu, then select Close Campaign.
3. Review the onscreen message explaining what happens when a campaign is closed.
4. Select the button labeled, Yes, close the campaign, if you wish to proceed.

Once you close a campaign, you cannot undo it.

What Happens After You Close a Campaign

1. Learners who completed their training assignments before a campaign closes will have a completion record and completion certificate.
2. Learners who have not finished their assignments before a campaign closes will still be able to complete their assignment from their To Do list, as well as access their completion certificate, as long as you keep that setting enabled.  
3. Any remaining scheduled notifications will continue to go out, including Reminders, Past Due, and Completion notifications.
4. No new employees will be added to or removed from the campaign. 

Withdrawing a Campaign

Withdraw a campaign when you need to completely cancel all outstanding assignments and do not want learners to complete training. This is useful when your organization’s training cycle is restarting and you want to remove old, incomplete assignments from learners' To Do lists to avoid confusion about which assignment to complete.

Emtrain may recommend that you withdraw a campaign if significant legislative changes occur and we update our content. Should that happen, we’ll contact you and may recommend withdrawing outdated content. Note that we typically handle minor legislative changes by updating content automatically in the background.

To withdraw a campaign:

1. Navigate to Campaigns and select the campaign that you wish to close.
2. Click on the three dots to the right of the campaign title to open the pop-up menu, then select Withdraw Campaign.
3. Review the onscreen message explaining what happens when a campaign is withdrawn.
4. Select the button labeled, Yes, withdraw the campaign, if you wish to proceed.

Once you withdraw a campaign, you cannot undo it.

What Happens When You Withdraw a Campaign

1. Learners who completed their training assignments before you withdraw a campaign will have a completion record and access to their completion certificate as long as you enable that setting.
2. Learners who do not finish their assignments before you withdraw a campaign won’t be able to complete their training, and all unstarted and incomplete assignments are removed from their To Do lists.
3. Completion reports will retain the assignment information and will display Canceled: Campaign withdrawn for the Assignment Status.
4. No new assignments will be created and all notifications will cease.