Archiving & Restoring

Participants cannot be permanently deleted in Astalty, but they can be archived. There are a few important things to know before archiving a Participant:

1. The user needs the Archive Participants permission. Admin users have this permission by default.
2. Astalty checks upcoming Supports before you confirm. Individual Supports after the Exit Date are cancelled, and the Participant is removed from upcoming Group Supports. Supports with invoiced charges or batched timesheets are left untouched for you to review.
3. Unbilled occurrences from recurring Direct Charges after the Exit Date are removed.
4. Archiving does not delete the Participant or their historical data.
5. Archived Participants no longer appear in some reports and are hidden from the Participants table unless you use the Status filter.

Archiving a Participant

To Archive a Participant, navigate to the Participants page and find the Participant you need to archive. Click on the Participant to be taken to their profile.

Once you're looking at the Participant's profile you can click the Actions button and then click Archive.

The confirmation shows how many upcoming Supports will be cancelled, how many Group Supports the Participant will be removed from, and how many Supports need manual review. Enter the Participant's exact name, Exit Date, and Exit Details to continue.

The Exit Date and exit information are stored on the Participant's profile.

Finding Archived Participants

Archived Participants will not display in the Participants table by default.

To find archived Participants, you will need to add a Status filter. You can do this by clicking on the Filter icon and clicking Status

Once you've added the Status filter you need to select the *Archived *option - this will then show all archived Participants where you can search by NDIS number, name or email.

Restoring Archived Participants

Once you have found the Participant you want to restore, click into their profile and click the Actions button - you can then click Restore to restore the Participant.

Restoring clears the archived status and the stored exit information. It also resumes future occurrences for active recurring Direct Charges. Supports cancelled during archiving are not rebooked automatically, so review the Participant's schedule and add any required Supports again.

Video Guide

We have a video that walks through this entire process - you can watch it below.