Overview
If you have inactive contact records that you don't want to be counted against your subscription plan's contacts limit, you can archive them.
- Archived contacts are automatically excluded from email blasts and automatic event notices.
- An archived contact is automatically restored when they log in to your WildApricot site.
- A record can be archived and restored as many times as needed without any loss of data.
- Contact records can be archived individually or in bulk, either from your contact list or using WildApricot's import and export options. For more information, see Deleting and archiving contacts.
You can also suspend a contact. Suspending a contact strips them of membership so they become a non-member contact. For more information, see Suspending a member.
Differences between archived and active records
There are several differences in how archived and active records are treated in WildApricot.
Archived records | Active records | |
|---|---|---|
Displayed in unfiltered contact list | No | Yes |
Counts towards contact database limit? | No | Yes |
Automatically excluded from email blasts? | Yes | No |
Receive automatic event notices? | No | Yes |
Record can be modified? | No | Yes |
Record can be deleted? | Yes | No |
Archiving a contact
- Navigate to Contacts > List.
- Search for the contact you want to archive. Click on the contact name to open the contact details screen.
- Click Archive at the top of the contact details screen.
Viewing archived contacts
- Navigate to Contacts > List.
- In Simple search, select Filter by > Archived in the dropdown menu.
To view the archived record, click on the contact name within the search results.
Restoring archived contacts
- Navigate to Contacts > List.
- Search for the contact you want to archive. Click on the contact name to open the contact details screen.
- Click Restore from archive at the top of the contact details screen.
You can also restore archived records in bulk using WildApricot's exporting and importing functions. Within the spreadsheet, set the Archived column to No. If you want to restore their membership as well, set the Membership enabled column to Yes.
Archived contacts are automatically restored when they log in to your WildApricot site, register for an event, apply for membership, make a donation, or subscribe to a forum or forum topic. If the contact is a member, their membership will be restored in Lapsed status.
Archived contacts are not automatically restored if they pay an invoice by clicking the link in the invoice email, since this does not require them to log into their account.
