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Archiving courses

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  • Administrators

Sandbox release disclaimer: Some content in this article outlines how to use functionalities that will be publicly released to all clients at the end of April 2026. If you see differences between this article and your platform, check back at that time. Learn more about the release cycle.

Introduction

Course archiving provides a structured approach to remove outdated or inactive courses from learner-facing pages while preserving all associated course data (including e-commerce transactions), enrollments, and completion records.

Keeping the course library clean and free of obsolete content reduces confusion, improves search accuracy, and supports a disciplined, well-managed training lifecycle.

Requirements and limitations

  • Only Superadmins can archive courses. This functionality is not available to Power Users. 
  • You cannot archive courses that are part of learning plans or included in automatic groups.

Archiving a course

To archive a course, access the Course management area from the Admin menu and locate the course in the list. Click the ellipsis menu at the end of the course row and select Archive.

Since courses that are part of learning plans or automatic groups cannot be archived to preserve the integrity of the learning plans and of the automatic groups, in the Archive course pop-up that opens, click Check dependencies to verify whether the course is included in any of them. 

The Course dependencies panel will open, listing all associated learning plans and groups. Click the name of a learning plan or group to access it directly and, if necessary, remove the course from it before proceeding with the archiving process.

By default,  the training materials of the course you are archiving are uploaded to the training material library, and the Upload the training material to the Training material page checkbox is selected. If the training materials are already stored in the training material library, they will not be duplicated. If you disable this option, the training materials will be permanently deleted and will no longer be accessible. 

Click Archive now to confirm. 

To archive multiple courses at once, select the checkboxes at the beginning of each course row on the Course management page. Then click Choose action in the bottom-right corner, select Archive, and then follow the same steps outlined for archiving a single course. You can archive up to 20 courses at a time.

Both single-course and bulk archiving are executed as background jobs.

Once a course is archived:

  • The course cannot be restored as an active course.
  • All active enrollments are archived in their current status.
  • Training materials that were not uploaded to the training material library are permanently deleted.
  • Learners can no longer access the course. However, they can still view their progress data and certificates from the My activities page.
  • The course appears in the Archived tab of the Course management page.
  • For Instructor-Led Training (ILT) courses, all past, present, and future sessions and events are canceled when the course is archived.
  • For paid courses, the transactions associated with course purchases are retained.

Managing archived courses

All archived courses are listed in the Archived tab of the Course management page. Use the search area to locate specific courses.

Click on Enrollments in the course area to view a summary of enrollments as they were frozen at the time of archiving. Click Training materials to review the list of materials included in the course at the time it was archived.

Click on the ellipsis menu at the end of the course row to perform the following actions:

  • View details: Displays a snapshot of the course’s basic data and configuration:
    • Details: Shows the course’s basic information. Instructors are listed only for e-learning courses.
    • Course additional fields: Displays configured course additional field names and values. This tab is not shown if no course additional fields are configured.
    • Sessions: Only shown for Instructor-Led Training (ILT) courses. Lists session and event details.
  • Check usage: Lists the catalogs, channels, and certificate templates associated with the course at the time of archiving.
  • Delete: Permanently deletes the course in accordance with the platform’s standard deletion behavior for e-learning and ILT courses. All course data is permanently lost, and the course is no longer visible or accessible anywhere in the platform.