How To Archive Customer Accounts

Scenarios
  • You have duplicate accounts and want to archive customers
  • You have outdated information in your customers tab and want to archive accounts.
  • You have tried to archive an account but it wouldn't work as invoices and credit notes are attached to the customer.
This document assumes the following
  • You understand how to navigate Enrolmy
  • You understand how to remove future bookings

It is possible for you to archive a customer account inside Enrolmy. Note the following when archiving accounts;

  • You should remove all future bookings for the customer before archiving them. 
  • If you archive a customer who has future bookings with you, they will still appear on your attendance list within the activity. 
  • Archived accounts are still viewable by the parent. Ie. If you have archived a child account, the primary contact will still see the child's account when they login to their view of Enrolmy.
    • For this reason, we recommend that before archiving the customer's account, you mark the customer's name with DO NOT USE. 

 

How To Mark Customers With Do Not Use

1. Within the Customers tab, search for the name of the customer that you want to archive

2. Select the Action Cog connected to the customer's name

3. Select Edit to edit the customer's enrolment form details

4. Add "Do not use" into the first and last name field

5. Don't forget to hit Save 

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How To Archive Customer Accounts

1. Within the Customers tab, search for the name of the customer that you want to archive

2. Select the tickbox next to the customer's name.

3. Select archive. 

4. Head to the Archived Customers tab to view your list of archived customers. 

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How To Archive Customers With Invoices/Credit Notes

1. Within the Customers tab, search for the name of the customer that you want to archive

2. Select the Action Cog connected to the customer's name

3. Select Archive Account/Archive Placeholder

4. When the pop-up appears, use the search bar to type in the name of the customer to who you want to assign all invoices and credit notes too, press enter. 

5. Ensure that you have switched on the option to re-assign all invoices and credit notes

6. If the customer is a student, then all invoices/credit notes will be assigned to the billpayer of that student.

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