By the second week of a new school year the Teachers page is full of people who moved buildings, the Templates list still shows the pilot rubric nobody uses anymore, and last spring’s walkthroughs sit on top of this fall’s. None of that should be deleted. The principal who left may come back, the old rubric’s data still feeds a report, and the district will ask about last year’s visits in May. Archiving is how you clear the working lists without losing any of it.
Archiving is available to School Admins and District Admins. Archived data is not deleted. It moves to an Archived tab on the same page, stays available to reports, and can be brought back at any time.
Archive from any list
Users, teachers, walkthroughs, and templates all archive the same way, from their own page. Here it is on Users.
- Open Users and tick the box next to one or more people. Use search and the filters to find them quickly.
- In the bar that appears above the table, click Remove User.
- Choose Archive User. The other option, Delete User, cannot be undone, so read the menu before you click.
- Confirm in the window that opens. It names the person and reminds you that archived data is not deleted.
On Teachers, Walkthroughs, and Templates the selection bar has an Archive action of its own. You can also open any single item from its list and archive it from there.
Find and restore archived items
Each page has an Archived tab next to the active list, for example Archived Users on the Users page and Archived Walkthroughs on the Walkthroughs page. Select items there and click Unarchive to return them to the active list. Archived groups have their own tab too, see How to Create and Use Groups.
Archive a whole school year at once
At the end of a year, archive everything in one guided pass instead of page by page.
- Open Settings and scroll to School Settings. District Admins pick the school from the Choose a School dropdown first.
- Next to Archive Past Data, click Archive Data.
- Work through the four steps, Archive Users, Archive Teachers, Archive Walkthroughs, and Archive Templates, choosing what to keep active at each one. The walkthroughs step archives everything completed over the last school year.
Frequently asked questions
Q: Does archiving delete anything?
A: No. Archived users, teachers, walkthroughs, and templates keep all their data. Only Delete removes something, and the menu says so.
Q: Can I still report on archived walkthroughs and templates?
A: Yes. When you build a report you can include archived templates and prior-year walkthroughs. See How to Create a Report.
Q: I archived a template we share across the district. What happens?
A: It is archived for every school that uses it, because templates are shared records. Check with your district before archiving a shared template, or unarchive it from Archived Templates.
Q: Does archiving a user free up their license?
A: Archiving removes the person from the active list. If you need the seat for someone else, check the license count on the Users page afterward, see Navigating the Users Page.
Q: A teacher I archived is still showing in the app.
A: Make sure the app is on the current version. Archived teachers no longer appear on the active roster in the mobile app.
Q: Can teachers see that they were archived?
A: No. Teachers are not notified. Archiving only changes which lists administrators see.