Archiving a person, and restoring them

Your church's Owner can archive someone, and so can a volunteer with Manage people access. If you don't have Manage people access, ask the Owner to turn it on. Archiving takes a person out of the People list and out of check-in without deleting anything.

Use it for a family that has moved away or a child who has aged out of your rooms.

Archive a child or a trusted person

1. Open People and press the person's row.
2. Go to the bottom of their record.
3. Press Archive child on a child, or Archive person on a trusted person, and confirm.

They come off the People list at once. Their attendance history and audit trail entries are kept.

An archived trusted person is signed out of every phone and loses any passkeys they'd added. If they try to sign in again, by code, invitation link or check-in signup, they see Your account has been archived. Please talk to a volunteer.

When archiving is blocked

A trusted person can't be archived until each of these that applies is cleared:

• They're the primary trusted person for one or more children. Transfer those children to another primary trusted person (see How do I change a child's primary trusted person?), or archive them first.
• A child they checked in is still in a room. Once that child has been checked out, you can archive them.
• A primary still trusts them. Remove them from every family they're trusted for before archiving them.

Restore someone

1. Open People and press View archived people.
2. Find their row.
3. Press Restore, and confirm.

They return to the People list and to check-in, with their history. A restored trusted person needs a fresh sign-in, because their old codes and passkeys aren't restored.

If a family has asked for their records to be removed for good, the Owner can erase an archived person as a separate, permanent step: see A parent has asked to be deleted: what to do.

Troubleshooting

• A trusted person's row has stopped listing the children they collect. Archiving a child takes them off their trusted person's row too. Restore the child and the line comes back.
• You can't find Archive person or Archive child on the record. Archiving needs your church's Owner or a volunteer with Manage people access, so ask the Owner to do it or to give you that access.