The archive facility is available for storing profiles where you don’t wish to completely remove them from your database (via the Merge/Delete function), but you wish to deactivate them so they don’t contribute toward the total number of profiles that your monthly licence fee is calculated on.
There is a small fee to archive a profile and this will automatically be added to your monthly invoice. The current fee can be viewed on the Archive Profile tab.
Archiving a profile
On the profile you wish to archive, go to Other > Archive Profile.
On the archive screen, click the Archive Profile button. You will be asked to confirm you wish to archive the profile.
IMPORTANT: The following information will be deleted from the profile and cannot be retrieved:
Membership type and status
Profile Group memberships
Relationships to other profiles
Inclusion in Profile Directories
Reference to Xero contact
Viewing a list of archived profiles
In the menu on the left click View/Export Data > Archived Profiles.
A table listing all archived profiles will be displayed on the screen, a search box is located in the top right corner of the table to assist in finding a specific profile.
Restoring a profile
To return a profile to your database, click the Restore button.
Note that restored profiles will count toward your monthly licence fee.