Safely archive inactive clients and restore them when needed.

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When to Archive

Archive a client when:

• Services have ended permanently
• Client moved out of service area
• Client transferred to another agency
• Client is deceased
• No activity for extended period

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What Happens When You Archive

Item	Effect
Profile	Hidden from active client list
Appointments	Future appointments cancelled
History	All past data preserved
Reports	Still appears in historical reports
Portal	Family loses access
Units	Stop counting toward utilization

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Archiving a Client

Step 1: Review First

Before archiving, check:

• No upcoming appointments
• All billing is complete
• DSHS reports submitted
• Documents saved

Step 2: Archive

1. Go to Clients → Select client
2. Click Edit
3. Change Status to Archived
4. Select archive reason:
   • Services ended
   • Transferred
   • Moved
   • Deceased
   • Other
5. Add optional notes
6. Click Save

Step 3: Confirm

System prompts:

• Shows count of future appointments to cancel
• Confirms billing is up to date
• Click Archive Client

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Viewing Archived Clients

Archived clients are hidden by default:

1. Go to Clients
2. Click Filters
3. Toggle Show Archived
4. Archived clients appear with gray indicator

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Restoring a Client

When a client returns to service:

Step 1: Find Client

1. Go to Clients → Show Archived
2. Find the client

Step 2: Restore

1. Click on client profile
2. Click Restore Client
3. Confirm restoration

Step 3: Update Information

After restoring:

1. Update contact information
2. Add new unit allocations
3. Reassign case manager if changed
4. Update goals if needed

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Archive vs Delete

Action	Recoverable	Data Preserved	When to Use
Archive	✓	✓	Client may return
Delete	✗	✗	Never (use Archive)

Important: Always archive instead of deleting. Historical data is required for compliance and billing audits.

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Client Status Options

Status	Description
Active	Currently receiving services
On Hold	Temporarily paused (can resume)
Archived	Services ended (can restore)
Deceased	Client has passed away

On Hold vs Archived

Use On Hold when:

• Hospitalization (temporary)
• Family vacation
• Short-term pause

Use Archived when:

• Services permanently ended
• Not expected to return

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Bulk Archiving

To archive multiple clients:

1. Go to Clients
2. Check boxes for clients to archive
3. Click Actions → Archive Selected
4. Confirm bulk archive

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Tips

• Archive promptly — Don't leave inactive clients cluttering the list
• Note the reason — Helpful when questions arise later
• Check appointments first — Cancel or complete pending visits
• Document thoroughly — Add notes before archiving

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Related Articles

• Client Preferences — Update before archiving
• Client Billing Reports — Finalize billing first
• DSHS Reports Overview — Submit before archiving