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 August 2026. If you see differences between this article and your platform, check back at that time. Learn more about the release cycle.
Introduction
ILT and VILT courses are organized in sessions. You can cancel an ILT session without having to delete it. Canceling a session, instead of deleting it, preserves the session’s history while stopping its access and updates.
When needed, you can restore a canceled session and optionally restore related data, such as enrollments, instructors, and additional field values. The session is restored to the status it had before cancellation, either active or ended. Only Superadmins can cancel or restore sessions.
Session statuses
ILT sessions support the following status transitions for canceled sessions:
- From Active to Canceled
- From Canceled to Active
- From Canceled to Ended
The transition from Ended to Canceled is not allowed. An active session means that at least one of the session’s events is scheduled in the future while a session is considered ended if all of its events are in the past.
Important notes:
- Canceled sessions are kept for up to 3 months. After that, the session and its data are permanently deleted and cannot be recovered. To keep the session, move it back to Active or Ended before the 3-month period ends.
- Canceled sessions only show on desktop but are hidden in the mobile app.
Canceling a session
When you cancel a session, it becomes read-only and all actions other than deleting and restoring are disabled for the session and all its events. This means that you cannot:
- edit session properties
- create or duplicate events
- create new enrollments
- change enrollment statuses
- save changes in session or event property tabs
- make the session available to learners
The supported read-only or communication actions remain available, such as Send email and RSVP overview, where applicable.
To cancel a session, go to the Sessions tab of an ILT course, open the ellipsis menu for the session and select Cancel session.
In the right panel, complete the following fields and confirm the action.
Step 1: Cancellation reason
Enter a cancellation reason. This field is required. You can either choose to:
- Enter a custom cancellation reason.
- Select the option Absent instructors and type the name of the absent instructors.
Step 2: Re-enroll users
If the course includes other active sessions, you can optionally select one session to enroll affected users in. Select a session to proceed. Only sessions with enough available seats are listed and only one session can be selected at a time.
When you choose to restore enrollments, you can also choose to re-enroll learners who previously completed the session. If you select this option, learners are restored with the Enrolled status and attendance for past events is not restored. If you do not select this option, learners keep their Completed status and attendance for past events is restored.
Note: Cancellation and restoring actions are performed through a background job. While the background job is running, the session displays a Cancellation pending label and access is disabled.
Restoring a canceled session
When you restore a session:
- The session status changes to Active if it still has at least one future event.
- The session status changes to Ended if all events are in the past.
- All session events are restored automatically.
- Selected data is restored based on your choices.
- Previously disabled session actions become available again.
- Learners who previously had the Enrolled or In progress status are restored with the Enrolled status.
- Learners who previously had the Waiting or Suspended status are restored with the same status.
- Learners and instructors deleted from the platform are removed from the canceled session data and cannot be restored.
- If the venue no longer exists or the webinar tool has changed, the related event cannot be restored.
To restore a canceled session, go to the Sessions tab, open the ellipsis menu for the canceled session and select Restore session. Restoring a session reactivates it.
In the right panel, choose what to restore:
- enrollments
- instructors
- additional field values
If you do not restore enrollments, users remain enrolled in the course but are not restored to the session.
If you restore enrollments:
- Users previously in Enrolled or In-progress statuses are restored as Enrolled.
- Users previously in Waiting or Suspended statuses keep those statuses
- Users with the Completed status can be either be restored while:
- Their status goes back to Enrolled. The attendance will not be restored for all past events.
- Their status remains as Completed. Attendance will be restored for past events.
Learner visibility and access
When a session is canceled, learners cannot open it from any access point, including:
- enrollment links
- direct session URLs
- course page actions
- widgets such as My sessions
- deep links
When learners try to open a canceled session, they are redirected to the course page. On the course page, cancelled sessions are displayed (on desktop) but learners cannot enroll.
These restrictions also apply to instructors of canceled sessions. They cannot enroll in or manage a canceled session.
Notifications
With session cancellation and restoring, you can configure two notifications:
ILT session canceled notification: This notification is triggered when a session is canceled.
Recipients can include:
- Superadmins
- Power Users who have visibility over the ILT course, even if they do not have visibility over the enrolled users
- Learners enrolled in the canceled session
- Instructors of the canceled session and all its events
ILT session restored notification: This notification is triggered when a session is restored.
The same recipient rules apply.
More information on notifications in the articles Configuring notifications and Notification events and conditions.
Audit trail
Two audit trail events are associated to session cancellation and restore:
- ILT session canceled
- ILT session restored
More information on the Audit trail in the article Audit trail events details.