When someone you support leaves your service — they move programs, finish therapy, or you no longer track them — archive their profile. Archiving takes them out of day-to-day use without deleting their history.
Prefer archive over delete. Archive can be undone. Permanent deletion is for exceptional cases and usually requires Support.
What archiving does
- The profile disappears from active lists and the profile switcher for Staff and Guests.
- You cannot switch to that profile to view daily data, audit logs, incident reports, or other in-app views tied to an active profile.
- No new entries can be added while archived.
- Historical data stays in the database. Managers and Billing users can open Archived Profiles to review or restore.
For most team members, an archived person simply isn't there until restored.
Archiving a profile
- Sign in as a Manager or Billing user.
- Open the gear icon menu → Manage Profiles.
- Find the profile in the list and click ARCHIVE on that row.
- Confirm.
The profile moves to Manage Profiles → Archived Profiles.
Restoring a profile
- Go to Manage Profiles → Archived Profiles.
- Find the profile and click RESTORE.
The profile returns to the active list and switcher. Check Groups and guest access afterward if anything looks missing.
You must restore a profile before you can track, report, or share it again.
Profile limits and archiving
Archived profiles do not count toward your plan's active profile limit — on any plan type, not just Family. If you're at your seat or profile cap, archiving one active profile frees a slot so you can add or restore another (as long as you're still within billing rules when restoring).
Why not delete?
Deletion is permanent. Archive is the normal way to retire a profile while keeping records for compliance or future reference.
If you need a profile permanently removed (for example a formal privacy deletion request), contact Support.
Common questions
- Will my Staff still see archived profiles? — No. Only Managers and Billing users see the Archived Profiles tab.
- Can I run reports on an archived profile? — Not through the normal switcher workflow while archived. Restore the profile first if you need active access to Analyze or daily views.
- Can I export data before archiving? — Yes — run PDF or spreadsheet exports while the profile is still active. See Exporting PDF reports and Spreadsheet exports.