How To Archive Clients

This article explains when to archive a client in Clovo, what archiving does, what needs to happen first, and how to unarchive a client later.

Archiving is best when a client should no longer appear in everyday client lists or booking workflows, but you still want to keep their record. It is reversible and does not schedule the client for deletion.

Who Can Use This Feature

Staff who can manage client profiles in the dashboard can archive and unarchive clients.

You cannot archive your own account. If you need to remove access for a staff or owner account, ask another authorised team member to make that change.

When To Archive A Client

Archive a client when:

• they are no longer actively attending your studio
• you want to keep their history for reference
• you do not want them appearing in active or inactive client lists
• you want to prevent them from signing in until they are unarchived
• you are not ready to permanently delete or de-identify their record

If the client should be removed permanently, use the delete flow instead. See Archive Vs Delete below.

What Archiving Does

When you archive a client, Clovo will:

• hide them from active and inactive client lists
• move them into Archived clients
• prevent them from signing in while archived
• exclude them from new bookings, client search, and reporting
• keep their client record and history indefinitely

Archiving does not:

• cancel active memberships automatically
• cancel upcoming bookings automatically
• delete the client
• de-identify their personal information
• start the permanent deletion grace period

[Screenshot placeholder: archived client confirmation page]

Before You Archive

A client cannot be archived while they still have active services. Before archiving, cancel or resolve:

• active memberships
• upcoming bookings

If either of these exists, the archive confirmation page will show Active services must be cancelled first. Clovo lists the blocking memberships and bookings on the page, with links to cancel them.

This prevents a client from being hidden while they still have future bookings or memberships that may continue charging.

[Screenshot placeholder: archive blocked by active services]

How To Archive A Client

1. Open Clients in the dashboard.
2. Search for and open the client profile.
3. In the Danger zone section, click Archive.
4. Review the confirmation page.
5. If Clovo lists active services, cancel those first and return to the archive page.
6. Click Archive client.

After the client is archived, Clovo redirects you to the Archived clients list and shows a confirmation message.

How To Find Archived Clients

Archived clients are not shown in the normal active or inactive client lists.

To find them:

1. Open Clients.
2. Select the Archived clients card or tab.
3. Open the client from the archived list.

The archived list includes clients you manually archived, as well as clients scheduled for deletion. Manually archived clients are labelled Archived.

[Screenshot placeholder: Archived clients tab]

How To Unarchive A Client

Unarchiving restores the client to the normal client area and allows them to sign in again.

To unarchive a client:

1. Open Clients.
2. Go to Archived clients.
3. Open the archived client profile.
4. Click Unarchive near the archived status message.
5. Confirm the action.

The client record is restored immediately. Any memberships or bookings you cancelled before archiving are not recreated automatically, so you may need to set up new services if the client is returning.

[Screenshot placeholder: archived client profile with Unarchive button]

Archive Vs Delete

Archiving and deleting are different actions.

Archive

Use Archive when you want to deactivate a client but keep their record available.

Archived clients:

• are hidden from day-to-day workflows
• cannot sign in while archived
• can be unarchived at any time
• are kept indefinitely
• are not scheduled for permanent deletion

Delete

Use Delete only when the client should be removed permanently.

Deleting starts a grace period. After that grace period, the client’s personal information can be permanently de-identified. This is much harder to reverse than archiving, so archive first if you simply want to tidy up your client list.

Common Questions

Will The Client Be Notified When I Archive Them?

No automatic client email is sent when you archive a client.

Can An Archived Client Still Log In?

No. Archived clients cannot sign in until they are unarchived.

Can I Archive A Client With An Active Membership?

No. Cancel the active membership first. If you try to archive before cancelling it, Clovo will show the membership on the confirmation page and block the archive action.

Can I Archive A Client With Upcoming Bookings?

No. Cancel their upcoming bookings first. Clovo will show any blocking bookings on the confirmation page.

Does Archiving Cancel Payments?

No. Archiving does not cancel payments or memberships automatically. You must cancel active memberships before the client can be archived.

Does Archiving Delete The Client’s History?

No. The client’s record and history are kept. Archiving is designed for hiding and deactivating a client, not deleting their history.

Why Can’t I Find A Client In Search?

If the client has been archived, they will not appear in normal client search. Open Clients, then go to Archived clients to find them.

Why Is A Deleted Client Also In Archived Clients?

The Archived clients area includes both manually archived clients and clients scheduled for deletion. A manually archived client is kept indefinitely. A client scheduled for deletion is in a separate deletion flow.

What Should I Do If A Client Comes Back?

Open their profile from Archived clients, click Unarchive, then create any new memberships or bookings they need.