Following the release of our End Date initiative to assist with assignment maintenance (review here), we’re introducing a “Conversion Date” field to assist with Profile Student Group management and maintenance. If populated, the Profile Student Group will automatically be converted to an Individual Student Group on the Conversion Date.
To help your organization begin using the Conversion Date field, you’ll see several changes in March 2026 (specific date TBD):
- New “Conversion Date” Field: Conversion Date will be a new field for all Profile Student Groups, including Enterprise Profile Student Groups and Certification-Based Profile Student Groups. NOTE: Conversion dates cannot be more than 5 years in the future.
- All Profile Student Groups Associated with CBAs Auto-Updated: To set a foundation for future maintenance initiatives, HealthStream will automatically add a Conversion Date to all Profile Student Groups associated with Certification-Based Assignments (CBAs). The Conversion Date HealthStream populates will be the same date as the CBA’s End Date.
- If multiple CBAs are associated to the Group, the Conversion Date will auto-update to match whichever CBA’s End Date is furthest in the future.
- If a Profile Student Group is associated with a CBA and a(n) Interval or Learning Plan, a Conversion Date will not be added during the March release. Post-release, the Conversion Date will be auto-removed if a Group is associated with a CBA and a Plan. If all Plans are removed, the Conversion Date will be populated to 5 years in the future.
- Updated “Student Group” Report: Will include additional student group mapping details, like custom fields, job functions, and Enterprise Student Group data.
- New “Conversion Date Range” Filter: New search filter available via Manage Student Groups.
- New “Convert to Individual Student Group” Instant Option: Only Enterprise and hStream Administrators will see this new option when editing any Profile Student Group.
- New Auto-Alerts for Admins: These new automatic system alerts will come from noreply@healthstream.com:
- 1-Month Prior to Conversion Date: This summary alert will include a listing of all Profile Student Groups scheduled to convert in the next month. As applicable, recipients will be 1) the administrator who created the Group and 2) the last administrator to update the Group.
- Post-Conversion: An individual alert will be sent for each Profile Student Group that is converted. It will include the student group mapping (selected Depts, Job Titles, etc.) and included students (User ID & Student Name) at the time of conversion. As applicable, recipients will be 1) the administrator who created the Group, 2) the last administrator to update the Group, and 3) the Enterprise or hStream Administrator who used the “Convert to Individual Student Group” instant option.
Key Points & Recommendations
- Profile Student Groups associated with Learning Plans and Interval Plans cannot contain a Conversion Date.
- If a Plan is added to a Profile Student Group with a Conversion Date, the Conversion Date will be removed automatically.
- If all Plans are removed from a Profile Student Group, the Conversion Date will be populated automatically with the current date 5 years in the future.
- To fast-track the maximum positive impact this new field can have on your organization, we highly recommend 1) proactively identifying Profile Student Groups that are no longer being used and 2) making a plan to convert those Groups as soon as possible following the March release (specific date TBD).
- Adding a Conversion Date creates a historically accurate record of the students that received the assignment. If the Group is not converted, students will continue to be added/removed based on its parameters.
- Converting your Profile Student Groups can also assist with additional maintenance efforts related to departments, job titles, job functions, and custom fields: Sixty (60) days after the Group’s Conversion Date, all associations (departments, job titles, etc.) are removed. As a reminder, job titles and departments with no other associations can be easily identified and deleted via Tools > Manage Job Titles/Departments > View Empty Job Titles/Departments (upper right navigation).
- To proactively identify Profile Student Groups that can be converted immediately after the March release (specific date TBD), use “Manage Student Groups” on the People tab:
- Within the search filters, select “Hidden” and “Profile,” and then Search.
- Following that review, select “Profile” again but choose “Both” for Student Group Visibility. After Searching, use the Sort By dropdown:
- Select “Count Low to High” and identify Groups with “Count: 0.”
- Select “Updated Date – Ascending” and identify Groups that haven’t been updated in the last few years.
- Select “Name A to Z” and identify Groups starting with a past year in the title. Similarly look for Groups named after a specific assignment.
- If you identify Groups that are not associated to any assignments (View Assignments will not be linked/underlined), consider deleting them.
