Archiving students
How archiving differs from marking a student as Left, and when to use it.
Archiving is not a status
This is the distinction worth getting right, because the two are easy to confuse.
Status — Active, Paused, Left — describes the student's relationship with your studio. It is information.
Archiving — hides the record from your day-to-day screens. It is tidying.
Archiving a student does not change their status. A student archived while Active stays Active. The Activity log says so explicitly when it records the action.
What happens when you archive someone
They disappear from your student list, your batch rosters, your attendance screens, your fee lists and your reports.
Nothing is deleted. Their history, payments and attendance are all preserved exactly as they were.
Archiving frees up a slot on the Free plan
This is the practical reason most studios reach for it.
The Free plan's 30-student limit counts every student who is Active or Paused. Archived students are not counted.
So if you are stuck at the limit with students who left months ago, archiving them makes room immediately — without pretending they never existed and without losing their records.
Restoring a student
Archived students can be brought back. Restoring returns them to your lists with their status and full history intact, exactly as before.
Restoring counts against your plan limit again. On the Free plan, if you are already at 30, restore will not go through until you make room.
Which to use, and when
| Situation | Do this |
|---|---|
| Student stopped coming, might return | Mark them Left, leave them visible |
| Taking a known break — injury, exams, travel | Mark them Paused |
| Left long ago, cluttering your lists | Archive them |
| At the Free limit, need room | Archive the students who genuinely left |
| Added by mistake, duplicate record | Archive it |
A note on duplicates
If the same student exists twice, archive the duplicate rather than deleting it — payments or attendance may be attached to either copy, and archiving keeps that history reachable.
Need help?
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