What is the difference between Export and Archive?

Export produces an ephemeral copy, regenerated on demand (CSV, PDF, ZIP), available to all authorized roles. Archive freezes permanent proof in the vault (admin only), an irreversible action.

What does the ZIP evidence file contain?

The learner list (CSV + PDF), the convocations, the attendance certificates, the completion certificates and the sealed attendance sheets with their audit trails.

Can I archive before all learners have signed?

Yes, but the archived document will reflect the state at archiving time. Missing signatures will appear as absent. It is recommended to archive only after all attendance is complete.

Can a trainer export session documents?

Yes. Export is available to the assigned trainer as well as the admin. Archiving is reserved for admins only.

Export or archive a session

Tell export (an ephemeral copy, all roles) apart from archiving (permanent proof) and generate a session's evidence file.

Updated on June 14, 2026 Read: 4 min

A session’s detail distinguishes two actions with opposite mental models: Export (ephemeral) and Archive (permanent). They are shown as two separate buttons.

Prerequisites

Session in Closing phase (completed).
Admin role (for archive). Trainer can export.

1. Export (ephemeral copy)

The Export menu regenerates documents on demand:

Learner list (CSV or PDF)
Convocations
Attendance certificates
Full ZIP file (all of the above)

Tip: export the ZIP immediately after closing a session as a local backup, useful if you need to share the evidence pack with a client or funder quickly.

2. Archive (permanent proof)

The Archive button (admin only) freezes definitive proof in the vault:

Click Archive.
Certeef shows the archiving state for each document: target audience (invited / present learners) and what remains to freeze.
Confirm : the document is served as-is from the vault and cannot be modified.

Important: archiving is irreversible. Make sure attendance is complete and completion certificates have been generated before archiving.

What’s next?

Issue the completion certificate : generate certificates before archiving.
Half-day attendance slots : ensure all slots are signed before the final export.

Frequently asked questions

What is the difference between Export and Archive?: Export produces an ephemeral copy, regenerated on demand (CSV, PDF, ZIP), available to all authorized roles. Archive freezes permanent proof in the vault (admin only), an irreversible action.
What does the ZIP evidence file contain?: The learner list (CSV + PDF), the convocations, the attendance certificates, the completion certificates and the sealed attendance sheets with their audit trails.
Can I archive before all learners have signed?: Yes, but the archived document will reflect the state at archiving time. Missing signatures will appear as absent. It is recommended to archive only after all attendance is complete.
Can a trainer export session documents?: Yes. Export is available to the assigned trainer as well as the admin. Archiving is reserved for admins only.