Overview
This guide explains how to archive a learner’s portfolio when they have completed their programme or exited early. Archiving helps maintain accurate active learner lists and supports effective seat usage management.
Who Can Use This Feature?
This feature can be used by the following user roles:
- Centre Manager
- User Manager
- Assessor (with permission)
- Internal Quality Assurer (with permission)
Required Permission
Steps to Archive a Learner Portfolio
Step 1: Access the Learner’s Portfolio
Step 2: Navigate to Learning Aims
- Click Learning Aims at the top of the page.
Step 3: Locate the Archive Section
- Scroll down to the Archive section.
Step 4: Archive the Portfolio
- Click Archive to complete the process.
Reports and Seat Management
- Archived learners will no longer appear in active learner lists, including reports.
- If your Centre uses a per‑seat licence model, archiving a learner will free up a seat for a new learner.
✅ Tip: Archive learners promptly after completion to keep reports accurate and avoid unnecessary seat usage.
Terminology
Please note that the terminology used in this article may vary depending on your Centre.
❓Need Help?
If you encounter any issues or have questions, please contact OneFile Support or your internal support channels.