> For the complete documentation index, see [llms.txt](https://btwb.gitbook.io/btwb/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://btwb.gitbook.io/btwb/admin/clients/archiving-and-restoring-clients.md). # Archiving & Restoring Clients This article covers archiving clients off your active roster and restoring them later from the Archived Clients list. ### Overview Archiving tidies your Clients page without deleting anything. An archived client keeps their full history — profile, attendance, payments — and can be restored to the active list at any time. ![Archiving a client, then restoring them from the Archived Clients list](https://283006627-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZrefv5JliAQavbeRiIvd%2Fuploads%2Fgit-blob-77894a262c4134c97602f7e0337a1887622a21df%2Farchive-restore-client.gif?alt=media) *** ### Step-by-Step #### 1. **Archive the client** On **Gym → Clients**, open the client's row menu (**⋯**) and choose **Archive**. Confirm in the dialog — *"\[Name] will be moved to the Archived Clients list."* — and they disappear from the active roster. **Archive** only appears in the menu once the client has nothing current left at your gym. It stays hidden while they have: * a membership plan that's **Active**, **Past Due**, **Paused**, or **Scheduled** to start * an upcoming class reservation * an upcoming appointment Cancel or end those first (see [Managing a Client's Membership](/btwb/admin/clients/managing-a-clients-membership.md)), then archive. Pending and Declined clients can't be archived. #### 2. **Find them later** Open **Actions → View Archived Clients**. The Archived Clients page has the same name/email search as the main list, and **Back to Active Clients** returns you to the roster. #### 3. **Restore when they're back** On the archived client's row menu, choose **Restore** and confirm. They move straight back to the Active Clients list — nothing else changes. You can also restore a client from their detail page (for example, after finding them with search): archived clients show a *"This client is archived."* banner at the top — click **Click here to restore them** and confirm. When a former member comes back, restore their existing profile rather than creating a new one, so their attendance and payment history stay together. *** ### Notes for Admins and Coaches * **Archive vs. Remove:** the row menu may also offer **Remove**, which permanently removes the client and can't be undone. It's only available for Pending or Declined clients and Leads who never attended a class or appointment. Archive is the safe default for members who've moved away or gone quiet — everything is kept and reversible. * Archiving sends no email and doesn't touch billing — it only hides the client from your roster. * Restoring is equally quiet: no emails, no billing changes; the client reappears with whatever status their memberships imply. * If an archived client starts a new membership plan, BTWB restores them automatically. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://btwb.gitbook.io/btwb/admin/clients/archiving-and-restoring-clients.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.