Archiving and restoring customers
How to take a customer out of your lists without losing their history, what archiving changes, how to bring them back, and what to do about duplicates.
Archiving takes a customer out of your everyday lists without deleting anything. Use it for duplicates, clients who have moved away or test records. Their bookings, bills and loyalty history stay as they were, and you can bring them back at any time.
Who can do it
Owners and managers can archive and restore customers. Receptionists can add and edit customers but not archive them.
Archive a customer
- On Customers, find the person (see finding a customer) and click Archive on their row. Or open their profile and click Archive Customer.
- Confirm. A message says Customer archived successfully.
A customer who still owes money cannot be archived: StyleDesk refuses while any of their bills is unpaid or part-paid. Collect the balance first (see partial and split payments).
What archiving does
- The customer disappears from the Customers list and from the customer search in the booking window and on the Manual POS Terminal, so nobody books or bills them by mistake.
- Nothing they did is deleted: appointments, bills, payments and points stay on record and on their profile.
- Their profile still opens from the Archived filter, but there is no Edit Profile button until they are restored.
- Bookings already on the calendar are not cancelled. If they have upcoming appointments, cancel those first (see rescheduling, cancelling and no-shows).
- Their phone number and email are freed, so a new customer can be added with them.
Restore a customer
- On Customers, click the Archived filter.
- Click Restore on their row, or open the profile and click Restore Customer.
- Confirm. A message says Customer restored successfully. They are back in every list and search, with their full history.
Restoring fails if, while they were archived, another customer was added with the same phone number or email. Change the number or email on that other record, or archive it, and try again.
Duplicates
The portal cannot merge two customer records into one. When the same person has been added twice, keep the record with the history (visits, bills, points), copy anything useful from the other one into a note, and archive the duplicate.