Skip to main content

Archiving participants

Archiving a participant is a safe way to remove them from day-to-day active lists without deleting their information. This helps keep your workspace tidy while preserving questionnaire history and outcomes for reporting and continuity.

Archiving patients changes the number of active participants to keep in line with your current subscription limits.

What archiving does (and doesn’t do)​

Archiving does​

  • Hide the participant from active participant lists (depending on your filters)
  • Keep their questionnaire history and outcome data available
  • Reduce clutter for teams managing large caseloads

Archiving does not​

  • Delete the participant or their data
  • Remove completed questionnaire results
  • Automatically erase identifiable information (unless your service has a separate data-retention process)

When to archive a participant​

Common reasons include:

  • The participant has been discharged
  • The episode of care is complete
  • The participant is inactive and no longer receiving questionnaires

Step-by-step: archive a participant​

  1. Go to Participants
  2. Search for the participant you want to archive
  3. Open the participant's profile page
  4. Select Archive in the top right of the screen
  5. The participant is then archived

After archiving, the participant will move to the bottom of your active lists.

Viewing archived participants​

To view archived participants:

  1. Go to Participants
  2. Go to the end of your participant list

You can open an archived participant to review past questionnaires and outcomes.

Unarchiving a participant​

If a participant returns to care or needs to become active again:

  1. Open the participant record (from the archived list)
  2. Select Unarchive from the top right of the screen
  3. The participant will return to your active list

Important considerations​

  • Shared workspaces: If you’re working in a team, archiving affects visibility for everyone who shares access (subject to permissions).
  • Data retention: Archiving is not the same as deletion. If your organisation has data retention or right-to-erasure requirements, follow your internal policy.
  • Ongoing questionnaires: If there are pending questionnaires, consider whether you want to cancel them or leave them (depending on your workflow).