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Event Expiry

Event Expiry

Overview

Event Expiry allows you to set a date when an event automatically becomes hidden from the catalogue. Once expired, learners can no longer discover or enrol in the event, though existing enrolments and completion records remain intact.

This feature is perfect for time-sensitive training, seasonal events, or content that shouldn't be available indefinitely.

Functionality Breakdown

How Expiry Works

  1. Set an expiry date when creating or editing the event

  2. Event remains visible until that date

  3. At expiry, the event is hidden from the catalogue

  4. Existing enrolments and completions are preserved

  5. Administrators can still access the event for reporting

What Happens at Expiry

What

Behaviour

What

Behaviour

Catalogue visibility

Event hidden from learners

Search results

Event no longer appears

Direct links

May or may not work (depends on configuration)

Existing enrolments

Preserved

Completion records

Preserved

Reporting data

Still available

Admin access

Full access remains

Expiry vs Archiving

Action

Expiry

Archiving

Action

Expiry

Archiving

Trigger

Automatic (date-based)

Manual

Visibility

Hidden from catalogue

Hidden from catalogue

Enrolments

No new enrolments

No new enrolments

Sessions

Sessions continue as normal

Sessions may be cancelled

Reversible

Yes, extend or remove date

Yes, restore from archive

Pre-requisites

Role Requirements

Action

Required Roles

Action

Required Roles

Set expiry date

Event creator, Admin, Owner, Curator, Learning Designer

View expired events

Admin, Owner, Curator

Extend/remove expiry

Event creator, Admin, Owner, Curator, Learning Designer

Quick Start Guide

Setting an Expiry Date

  1. Navigate to Manage → Events in the sidebar

  2. Create a new event or edit an existing one

  3. Find the Publishing or Availability section

  4. Locate Expiry Date or Available Until

  5. Select your desired expiry date

  6. Save the event

Extending Expiry

If you need to keep an event available longer:

  1. Edit the event

  2. Find the Expiry Date setting

  3. Change to a later date

  4. Save the event

  5. The event continues to be visible until the new date

Removing Expiry

To make an event available indefinitely:

  1. Edit the event

  2. Clear the Expiry Date field

  3. Save the event

  4. The event will remain visible until manually archived

FAQs

What happens to learners enrolled when an event expires?
Existing enrolments remain active. Learners can still attend scheduled sessions. They just can't see the event in the catalogue anymore.

Can I re-enable an expired event?
Yes, either extend the expiry date to a future date or remove the expiry date entirely.

Do notifications go out when an event expires?
No automatic notifications are sent. Learners already enrolled aren't notified of expiry.

What timezone is expiry based on?
Expiry uses your company's default timezone, typically at midnight of the selected date.

Can I see a list of expired events?
Administrators can filter events to show expired items in the management area.

Does expiry affect Learning Path assignments?
The event is removed from discoverable content but may still appear in Learning Paths if already assigned.

What if I need to run the event again?
Consider duplicating the event rather than extending expiry. This preserves historical data cleanly.

Troubleshooting

Issue

Solution

Issue

Solution

Event disappeared unexpectedly

Check if an expiry date was set. View the event in admin to see its expiry status.

Can't find expired event

Use admin filters to show expired events. Check the archive if not found.

Expiry not working

Verify the date has passed in your company timezone. Check the event is published.

Learners still see expired event

Allow time for catalogue to update. Clear browser cache if needed.

Can't extend expiry date

Ensure you have edit permissions for the event.