For: Admins

Note: Training Management is part of the Training Management Module. It's included in some plans and available as an add-on on others. To activate it, contact your Customer Success Manager or [email protected].

When a training requirement is no longer needed — a provider you've stopped using, a certification that's been superseded, a one-off induction that's run its course — you have two very different ways to remove it. Picking the right one matters: one keeps your records intact and is reversible in practice, the other destroys everything permanently.

Use Archive if you're retiring a requirement that was genuinely in use — this is almost always the right choice. Use Delete only to clean up a requirement created by mistake or used purely for testing. Use On Hold instead of either if you just need a temporary pause, not a retirement.

Archiving hides the requirement from active assignment, but keeps every completed record visible. Once someone's existing completion expires, it simply can't be renewed — the requirement quietly stops applying to them.

Important: archiving is deliberately one-way — there's no "unarchive" button. This is by design, not a gap. See Bringing back an archived requirement below if you need one back.

Even though archiving itself can't be undone, you're not starting from zero if you need the requirement again.

Deleting is permanent and removes the requirement along with all of its completion history. There's no Duplicate-based recovery here — unlike archiving, this really is final. Use it only for mistakes or test data.

If you just need to pause a requirement — an external provider is temporarily unavailable, or the content needs updating for new legislation — use On Hold rather than archiving it. It stays visible, but nobody can action incomplete Activities until you switch it back to Active.