# Archiving & Restoring

Source: https://docs.astalty.com.au/guide/participants/archiving-restoring-participants

> Archive a Participant you no longer work with, and restore them later if needed.

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](https://app.astalty.com.au/participants), select **Actions**, then **Archive**.

![A Participant's profile with the Actions menu highlighted and open, showing the Archive option.](https://docs.astalty.com.au/assets/archive-participant-1.png)

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 Archive Participant dialog warning that 2 upcoming supports will be cancelled, with the Participant's name typed in Confirmation, an Exit Date of 29/10/2026, and the Exit Details field highlighted with a sample reason, above the Cancel and Archive buttons.](https://docs.astalty.com.au/assets/exit-reason-guide.png)

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

![The Participant edit drawer for an archived Participant, with the Service exit date under Other Details and the Exit details field highlighted, showing the stored reason.](https://docs.astalty.com.au/assets/exit-reason-2-guide.png)

## 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.

![The Participants table with the Status is Active filter open, listing Active, Archived and All, with Active selected.](https://docs.astalty.com.au/assets/screenshot-2023-12-19-at-9.34.51-am.png)

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

![The Participants table with the Status filter set to Archived, listing archived Participants, each with an Archived badge beside their last name.](https://docs.astalty.com.au/assets/screenshot-2023-12-19-at-9.34.39-am.png)

## Restoring Archived Participants

Open the archived Participant, select **Actions**, then **Restore**.

![An archived Participant's profile with the Archived status badge and the Actions menu open, showing the Restore option.](https://docs.astalty.com.au/assets/screenshot-2023-12-19-at-9.36.20-am.png)

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.

Video walkthrough: archiving and restoring participants.