Archive Customers

Take customers you no longer serve out of the active directory, one at a time or many at once, and restore them later with their sites.

Updated October 7, 2026

Archive a customer when you no longer serve them, or to clean up test imports and duplicate records. An archived customer leaves the active directory and campaign lists, and their sites are archived with them. Nothing is erased: visits, invoices, quotes and notes all stay, and you can restore the customer whenever you need to.

OpsVara refuses to archive a customer while something would keep running for them out of sight, so the archive checks every customer first and tells you what is in the way.

What blocks archiving

Shown as	Why it blocks	What to do
Has open jobs	Scheduled or in-progress visits would stay on the schedule for a customer nobody can see.	Reschedule, complete or cancel those jobs.
Has an active or paused contract	Billing and visit scheduling follow the contract, so the customer would keep being invoiced and visited. A paused contract resumes.	End the contract from its page.
Has a quote out for approval	A Sent quote can still be approved from its link, which would create a contract for an archived customer.	Void the quote from its Actions menu, or mark it declined.
Manages other accounts	The customer is a management company with accounts under it, including archived ones. Restoring would not put those links back.	Remove the managing customer from those accounts first.

Unpaid and draft invoices do not block. They are listed in the dialog so you know they stay open, because archiving cancels nothing.

Archive many customers at once

Turn on Select
Open DirectoriesCustomers and click Select above the list. Each row's Archive button becomes a checkbox.
Pick the customers
Tick the customers you want, or use the checkbox in the header row to select everyone on the page. Your selection stays as you change pages, search or filter, so you can gather a cleanup in several passes. The bar above the list shows how many are selected.
Review the check
Click Archive in that bar. Before anything changes, the dialog shows how many customers will be archived and how many sites go with them, any invoice warnings, and the customers that will be left alone, grouped by reason.
Confirm
Type archive in the box and click Archive N customers. OpsVara checks every customer again at this moment, so one that gained a contract or a job since the review is left alone and listed in the result.
Undo if you need to
The result shows how many customers and sites were archived. Undo restores that whole batch with its sites. Click Done in the bar to leave select mode.

Cleaning up an import

Search for a name your test rows share, select the page, then repeat for the next search before you click Archive. The dialog lists every name it will archive, so read it before you confirm.

Archive one customer

On DirectoriesCustomers, click Archive Customer (the archive icon) at the end of the customer's row. Type archive and click Archive Customer. The same checks apply, and if one fails the dialog says which.

Restore a customer

Set Status to Archived on DirectoriesCustomers, then click Activate customer at the end of the customer's row. The customer returns to the Active list, along with the sites that were archived when the customer was. Sites you archived on their own before stay archived.

Customers archived before October 7, 2026

Customers archived, or imported as inactive, before this change come back without their sites. Restore the customer first, then restore their sites from DirectoriesSites with Status set to Archived.

Verify it worked

The count on the Active customers tile drops by the number archived.
With Status set to Archived, the customers appear with an Archived tag.
Each customer archived in bulk has an Activity note saying it was archived in a bulk archive.

Frequently asked questions

Is archiving the same as deleting?

No. OpsVara has no delete for customers. Archiving hides the customer and their sites from the active directory and campaign lists, and keeps every visit, invoice, quote and note. You can restore an archived customer at any time from the Archived list.

Why can't I archive a customer who has an active contract?

Contract billing and visit scheduling follow the contract, not the customer. A customer archived with an Active or Paused contract would keep being invoiced and visited while nobody could see them in the directory. End the contract first, then archive the customer.

Does archiving cancel unpaid invoices?

No. Invoices keep their status and balance, and the customer still owes what they owe. The archive dialog lists customers with unpaid or draft invoices so you can decide before you confirm.

I closed the dialog. Can I still undo a bulk archive?

Undo is on the dialog that shows the result. Once it is closed, restore the customers one at a time with Activate customer on the Archived list. Each comes back with the sites that were archived with it.

Why don't I see Select or the Archive button?

Archiving is limited to company admins and office managers. Other office roles can see archived customers but cannot archive them.

How many customers can I archive at once?

Up to 200 per archive. Select more than that in two passes.