Tracker includes an Archive feature that allows you to manage learner records by excluding specific learning periods from your ESFA export file and hiding them from standard search results.
Accessing Archived Records
- Use Advanced Search to locate archived learners.
- Use Report Creator to generate reports on learners with archived learning periods.
User Roles
This feature can be used by the following user roles:
- Project Admin
- Provider Admin
- Site Admin
- Power User
Archiving a Period of Learning
Follow these steps to archive a learner’s period of learning:
- Use any of Tracker’s Search tools to find the learner record.
- Click on the record for the specific period of learning you want to archive.
- Click the Archive button located in the bottom-left corner of the record.
- Confirm the action when prompted.
♻️Restoring a Period of Learning
To restore an archived learning period:
- Go to the Advanced Search screen.
- Change the Learner Type filter from Live to Archived.
- Enter your search criteria to find the correct record.
- Click on the record to open it.
- In the dialogue box, click Restore to reactivate the learning period.
Tips
- Archived records are hidden from standard searches but remain accessible via Advanced Search.
- Reports can still include archived learners using the Report Creator.