Archiving a customer
Archive customers you no longer work with, restore them any time, and delete only customers you added by mistake.
Overview
Archive a customer you no longer work with to keep all their records while removing them from your active customer list. You can restore them any time.
Who can access this
- Super Admin: full access to archive, restore and delete customers.
- Admin: full access to archive, restore and delete customers.
- Lead Technicians and Technicians have view-only access and can't archive, restore or delete.
Archive or delete?
- Archive a customer you no longer work with. Their jobs, estimates, invoices and payments stay, they leave your active customer list, and you can restore them any time.
- Delete only a customer you added by mistake that has no history. You won't see them again.
How to archive a customer
- Open the customer profile.
- Click the three-dot menu (top-right) and select Archive customer.
- Optionally add a reason (it's saved as a note), then click Archive.
Swivl won't archive a customer who has an open job or an unpaid invoice. It lists them so you can finish or close them first. Nothing is sent to the customer when you archive or restore them.
What archiving changes
- The customer leaves your active list and shows as Archived.
- You can't create new jobs, estimates, invoices or visits for them, or send or mark anything as sent, until you restore them.
- They don't get reminders or other automated messages.
- Their customer portal keeps working: they can still view, download and pay past invoices. If they request work, approve an estimate, ask for changes to one, or ask to reschedule from their portal, they're restored automatically and you'll see the request as usual. They never see that they were archived.
How to restore a customer
- Find the customer: click the Archived Accounts card on the Customers page, filter Status by Archived, or search by name.
- Open the customer, click the three-dot menu (top-right) and select Restore.
You can also select Restore from the three-dot menu on the customer's row in the table.
Deleting a customer added by mistake
Click the three-dot menu on the customer's row in the table and select Delete. On the customer's profile, Delete is also in the three-dot menu (top-right). If the customer has any history, Swivl won't delete them and offers Archive instead.
Never delete a customer's jobs, invoices or estimates just to be able to delete the customer: that permanently removes your business records and payment history.
Using Max
Ask Max "Archive Joe Smith" or "Restore Joe Smith". Max asks you to confirm before archiving. If you ask Max to create work for an archived customer, it offers to restore them first.