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Managing ClientsArchiving Clients

Archiving Clients

Keep your client list manageable by archiving clients who no longer train with you.

What Archiving Does

When you archive a client:

EffectDescription
Hidden from listThey don’t appear in your main client view
Can’t bookThey can’t make new bookings
Data preservedAll history, notes, and data are kept
ReversibleYou can restore them anytime

Archiving is NOT deleting. All client data is preserved and the client can be restored.

How to Archive a Client

  1. Open the client’s profile
  2. Click the More Options menu (three dots)
  3. Select Archive Client
  4. Confirm the action

When to Archive

Consider archiving clients who:

  • Haven’t trained in 6+ months
  • Have explicitly left your services
  • Were duplicate accounts
  • Were test accounts you created
  • Have moved away and won’t return

When NOT to Archive

Don’t archive clients who:

  • Might return seasonally
  • Are on a temporary break
  • Have active packages (even if paused)
  • Might book again in the future

Viewing Archived Clients

To see archived clients:

  1. Go to Clients
  2. Click the Filter button
  3. Select Archived from status options
  4. View and manage archived clients

Restoring a Client

To bring back an archived client:

  1. View archived clients (see above)
  2. Open the archived client’s profile
  3. Click Restore Client
  4. They return to your active client list

After restoring:

  • Client can book again
  • All history is intact
  • They appear in main client list
  • Their PAR-Q status is preserved (check if expired)

Bulk Archiving

To archive multiple inactive clients:

  1. Go to Clients
  2. Filter by Inactive status
  3. Select multiple clients
  4. Click Archive Selected
  5. Confirm

Review the list carefully before bulk archiving. Make sure you don’t archive clients who might return.

Archiving vs Deleting

ActionDataReversibleUse When
ArchivePreservedYesClient no longer active
DeleteRemovedNoData deletion request

Client Data Deletion

If a client requests their data be deleted (GDPR/privacy rights):

  1. This is different from archiving
  2. Contact support to process the request
  3. Deletion is permanent and irreversible
  4. Required documentation may be needed

Best Practices

Regular Cleanup

Every few months:

  1. Review clients inactive for 6+ months
  2. Consider reaching out first
  3. Archive those unlikely to return
  4. Keep your active list manageable

Before Archiving

  • Check for unused package credits
  • Note why they left (for your records)
  • Send a “we miss you” email if appropriate

Maintaining Records

Even archived:

  • Session history is preserved
  • Notes remain accessible
  • PAR-Q records are kept
  • Useful for if they return

Impact on Stats

Archived clients:

  • Don’t count toward “active clients”
  • Historical sessions still count in totals
  • Won’t skew your current metrics
  • Still included in historical reports
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