Archiving and deleting a customer

Archive a customer to hide them and keep everything, or delete their personal details for good when they ask you to.

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What it is#

Archive and delete are the two ways to take a customer off your lists.

  • Archive hides the customer from your lists and the diary, cancels their future visits and ends any agreement. Everything is kept: details, history, emails and agreements. You can restore them at any time.
  • Delete removes the customer's personal details for good: contact details, notes, access instructions and emails. It cannot be undone. Their name is kept with the records you need for your accounts: dates, visits, prices, agreements and the addresses of the visits.

When to use it#

Archive a customer who has stopped using your service and whom you no longer want to see in your lists. Delete a customer only when they ask you to remove their personal details.

If you only want to stop their visits and keep them on your books as a past customer, end them instead. See Pausing and ending.

How to do it#

To archive:

  1. Open the customer's record and scroll to the last card, Archive or delete this customer. Each button has a note beside it that says exactly what it does.
  2. Press Archive.
  3. Read the warning. It says future visits will be cancelled and any active agreement will end, and how many scheduled emails to this customer will not be sent.
  4. Tick I understand future visits will be cancelled and press Archive.

To restore an archived customer, open Archived on the Customers page and press Restore on their row.

To delete:

  1. On the record's last card, or on the customer's row in Archived, press Delete.
  2. Read the warning, which repeats what is removed and what is kept.
  3. Tick I understand this is permanent and cannot be undone and press Delete.

What your customer sees#

Nothing. Archiving and deleting send no email to anyone. Their future visits are cancelled and any agreement ends without an email. Deleting also replaces their page link, so the old link stops working.

What happens next#

An archived customer disappears from the Customers list, the diary and the pickers. They are listed under Archived customers, and also under Archived in the Status filter on the Customers page. Opening one shows a read-only view with the date it was archived.

A deleted customer is archived first if they were not already. They then appear under Customer records, reached from Records on the Customers page, with no further buttons. Opening one shows the name and the visit and price history kept for your accounts.

Good to know#

  • Restoring a customer brings them back to your lists as they stood. It does not bring back cancelled visits or an ended agreement.
  • Archiving withdraws an agreement you have sent that is still waiting for the customer's answer, and any agreement update not yet accepted.
  • A customer you have already ended keeps their end date when archived. A future end date is brought forward to today.
  • If a customer later asks to be forgotten, delete them from Archived.
  • On a phone, Records is under More on the Customers page.
  • Archiving and deleting work the same in automatic mode and in self mode.

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