Archiving Clients

By creavio Team April 10, 2026 1 views

Archiving Clients

Your client list grows every year. After a few seasons, you've got hundreds of profiles — many from one-time sessions you completed long ago. Archiving lets you move inactive clients out of your daily view without deleting a single record.

Archiving vs. Deleting

This is an important distinction:

  • Archiving — hides the client from your main list but preserves all data. You can unarchive at any time and everything is exactly as you left it.
  • Deleting — permanently removes the client and all associated data. This action cannot be undone.

Always archive instead of deleting. That client from three years ago might come back for another session, and you'll want their history intact.

How to Archive

There are two ways to archive clients:

  1. Individual — open the client's profile, click the three-dot menu, and select Archive
  2. Bulk — select multiple clients from the client list using checkboxes, then click Archive Selected from the actions menu

Archived clients are removed from your default client list view immediately. Their galleries, invoices, contracts, and activity logs remain intact in the system.

Viewing Archived Clients

To see your archived clients, click the Filter button on the client list and toggle Show Archived. Archived clients appear with a subtle badge so you can distinguish them from active clients. You can also search for archived clients by name — the search bar includes archived profiles by default.

Unarchiving

When a past client reaches out for a new session, unarchive them with one click. Open their profile from the archived list, click the three-dot menu, and select Unarchive. They're back in your active client list with their full history.

Automatic Archiving

Set up an auto-archive rule under CRM → Settings → Archiving. creavio can automatically archive clients who haven't had any activity in a specified period — 6 months, 1 year, or 2 years. You'll get a notification before auto-archiving happens so you can exclude any clients you want to keep active.

Archiving is available on all plans with no limits on how many clients you can archive.