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How do I delete a Learner? Archiving and Unarchiving Learners

Remove inactive, terminated, or duplicate Learners from the Dashboard while preserving their training history and freeing up seats for active users. 

Before You Start

What Happens When You Archive

Learners with 0-50% course progress

  • Permanently deleted if no courses are completed over 50%
  • Seats returned to your balance (if the seat is less than 12 months old)
  • Not recoverable through unarchiving

Learners with 51% and up course progress

  • Archived (preserved in system)
  • Training history retained
  • Eligible for unarchiving if needed
  • Seats not returned (training progress preserved)

Learners with completed courses

  • Always archived (never permanently deleted)
  • Full training history preserved
  • Always eligible for unarchiving

What You’ll Need

  • Administrative access to the EasyLlama dashboard
  • Identification of Learners to archive (terminated, duplicates, inactive)
  • Understanding of seat recovery rules
  • Access to Learners tab

Quick Reference

  • Primary method: Bulk archive using check boxes and action menu
  • Alternative: Archive individual Learners from their profiles

Bulk Archive Learners

Step 1: Select Learners to archive

  1. Log in to the Dashboard.
  2. From the left navigation menu, click Learners.
  3. Use the filters or search to find the Learners that need to be archived.
  4. At the top of the screen, when Learners is selected, a purple action bar appears.
    • You can select and take action on one page (100 Learners) at a time, or click Select All to select all Learners. Navigating to another page deselects all users on the previous one.

Learners > Select Learners, How to Select Learners

Step 2: Return Seats to Your Balance (Optional)

For large-scale archiving, consider unassigning courses first to ensure seat recovery.

If you have >50 Learners who are assigned courses that are at 50% completion or under, click More > Unassign Trainings to return seats to your balance, then proceed to step 3.

Learners > select Learners > More tab > Unassign, How to unassign trainings for learners in bulk, bulk unassign learners

Step 3: Archive Learners

Click More in the purple action bar and select Archive.

Archive Learners, More > Archive, How to Archive Learners, Learners > select learners > more > archive

Step 3: Confirm and complete

A confirmation pop-up shows the number of Learners to be archived. Verify the count and click Confirm to complete.

Confirm Archive step

Archive Individual Learners

Step 1: Access the Learner profile

  1. Log in to the Dashboard.
  2. From the left navigation menu, click Learners.
  3. Use the filters or search to find the Learners that need to be archived.
  4. Click the Learner’s name to access their profile.

Learners, Learner Profile, access learner profile

Step 2: Enter edit mode

At the top-right of the profile screen, click the Edit (pencil) icon.

Edit the Learner Profile

Step 3: Archive Learner

Scroll down to the bottom of the screen and click Archive Learner. To verify the action, click Confirm.

Archive Learner, Archive the Learner Profile, Individually archive learner profile

View and Unarchive Learners

Step 1: View archived Learner

  1. Log in to the Dashboard.
  2. From the left navigation menu, click Learners.
  3. At the top-right of the Learner’s tab, click Show Filters.Show filters filter
  4. Toggle Only Show Archived Learners.
  5. Click Apply. Only show active learners filter
  6. View the list showing (archived) next to Learner names.

Step 2: Unarchive a Learner

  1. Click the archived Learner name to access their profile.click archived learners name
  2. At the top right of the Learner’s profile, click the Edit (pencil) icon. Edit Learners Profile
  3. On the bottom left, click Unarchive Learner. Unarchive learner, learner profile unarchive learner
  4. The Learner returns to the active list.

Helpful Tips

Avoid Bulk archiving without seat consideration

For Learners with assigned but unstarted courses, unassign them from courses first to recover seats before archiving.

Only some seats are returned

Seats only return for Learners with a course completion of 50% or less, as long as the seat is less than 12 months old.

Remember to check completion percentages

Learners with 50% or more progress are archived (not deleted) and don’t free up seats. Verify progress before bulk operations.

Quick Questions

Can I unarchive multiple Learners at once?

No. There’s no bulk unarchive feature. Unarchive Learners individually from their profiles.

What happens to a Learner's training history when archived?

Training history is preserved for Learners who have made more than 50% progress or completed courses. Learners with 0-50% progress are permanently deleted.

Why aren’t the seats being returned when I archive Learners?

Seats only return if: 1) Learner had 0-50% progress, 2) Seat is less than 12 months old, and 3) Courses were unassigned before archiving.

How long do archived Learners remain in the system?

Learners with over 50% progress or completed courses remain archived indefinitely. Learners with 0-50% progress are permanently deleted immediately.

Llama Fact: Llamas have excellent long-term memory and recognize herd members even after long separations—similar to how archived Learners retain their training history for future reference!