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. By default, only Admins can archive a Participant.
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

Open the Participant from Participants, select Actions, then 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.

On the Participants table, select the Status filter, which is set to Active by default.

Choose Archived. You can then search the archived list by NDIS number, name or email.

Restoring Archived Participants

Open the archived Participant, select Actions, then Restore.

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

The video shows the archiving and restoring workflow.