tomHRM provides several methods for withdrawing employees from training programmes, each with different implications and requirements. Understanding these options helps ensure proper training management and record keeping.
Method 1: Employee Self-Withdrawal
Who Can Use This
Employees (when enabled by training coordinators)
Requirements
Training coordinators must enable Allow employee self-withdrawal in the training programme settings.
How It Works
- Employee initiates withdrawal from their training dashboard
- Reason required – Employee must provide an explanation for withdrawing
- Coordinator visibility – Withdrawal reason is visible to training coordinators on the participant list
- Status update – Employee receives the withdrawal status based on the settings defined for that specific training
Important: Employees cannot withdraw without providing a reason.
Learn more about configuring participant statuses
Method 2: Status Change Withdrawal
Who Can Use This
- Training coordinators
- Training managers
How It Works
Changing a participant’s status to a withdrawal-type status (e.g., “Withdrawn”) effectively removes them from active participation.
What Happens When Status Changes
Participant restrictions:
- Cannot re-enrol or be re-enrolled in the same training
- Remains visible on the administrative participant list
- Hidden from employee-facing participant lists
Key consideration: The exact behaviour depends on how you configure your participant statuses.
Read about defining participant statuse
Method 3: Complete Participant Removal
Who Can Use This
- Training coordinators
- Training managers
How to Remove Participants
- Locate the participant in the participant list
- Click the three dots menu in the participant’s row
- Select Remove
- Confirm removal
What Happens After Removal
System updates:
- Budget recalculation – Training budget is updated automatically
- Space availability – Participant slot becomes available for others
- Clean record – All traces of enrollment are removed
Re-enrollment options:
- Manual re-enrollment – Coordinators can add the employee again
- Self-enrollment – If enabled, employees can register themselves again
Comparison of Withdrawal Methods
| Method | Record Kept | Budget Impact | Re-enrollment | Best For |
|---|---|---|---|---|
| Self-withdrawal | Yes | Depends on status | Blocked | Employee-initiated changes |
| Status change | Yes | Depends on status | Blocked | Administrative tracking |
| Complete removal | No | Updated | Allowed | Clean slate scenarios |