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Archiving, Suspending and Deleting Learners

Adam Fogo
Modified on: Mon, 23 Feb, 2026 at 9:30 AM

Overview

This guide explains the options available when managing learner accounts, including archiving, suspending, and deleting learners. These actions may be required when a learner completes their portfolio, enters a break in learning, or withdraws from their course.

Who Can Use This Feature?

This feature can be used by the following user roles:

  • Centre Manager
  • User Manager
  • IQA users with Manage Learners permission
  • Assessors with Manage Learners permission

Below is an overview of the available actions when managing learner accounts:

ActionDescription
Archive Learner
  • The learner can still log in (unless also suspended).
  • The portfolio becomes read-only.
  • The learner is hidden from active lists (e.g., Dashboard, Reports).
  • Data remains accessible using the Archived filter.
Suspend Learner
  • The learner cannot log in.
Delete Learner
  • Only possible if the portfolio contains no signed assessments.
  • The portfolio is flagged for deletion.
  • Deletion occurs a minimum of 2 hours after being flagged, between 8pm–6am (GMT).
  • This action is non‑reversible.

Tips & Notes

  • Always ensure the correct action is selected based on the learner’s situation.
  • Deletion is permanent and cannot be undone.
  • Archived learners remain available for reporting and audit purposes.

Terminology

Please note that the terminology used in this article may be different depending on your Centre.

Need Help?

If you need assistance, please contact Onefile Support or your internal support team.

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