Archived vs. active records

Wild Apricot allows you to archive you contacts. This is useful if you want to reduce the total active records count or exclude expired contact records from being included in e-mail blasts. This is also the first step in deleting a contact or member from your contact's database.

Differences between archived and regular records

• Archived records do not count into your contact database total for your billing plan.
• When you send emails, archived records are automatically excluded from your current selection of records
• Automatic event notices are not sent to archived records.
• You can not edit an archived record directly - you have to restore it first.
• A record can be archived / restored from archive as many times as needed. All the fields and data (information on attended events etc.) will stay intact.

Archiving records

There are a number of ways to archive a record:

• Manually archive a single record.
• For a bunch of records at the same time - via import, see Import Guide - if you set the "Archived" field to "Yes" in your excel file, the record will be archived
• By merging 2 records, see Merging Records  - the discarded record is automatically archived.

To archive a single record, find it in the contact list, get to the record details page and then click on the [Archive] button:

Deleting a single record

To delete a record, archive it first.

Find an archived record (see Searching archived records) and then click on [Delete] button

To delete records in bulk see Delete contact records

Restoring archived records

When viewing an archived record, you can use the [Restore from archive] button to restore it from archive.

Searching archived records

You can filter the contact list by archived (excluded elsewhere) to see a list of all the archived records:

You can also use advanced search to search for archived and suspended members only: (non-member contacts will not be included)