Archive and restore a property, lease, or tenant

Archive a property, lease, or tenant to hide it from your lists while keeping everything. This is the right choice for records you no longer manage day to day but need to keep, like a property you sold or a tenant who moved out.

Archiving a property also frees the plan slot it was using, along with the doors inside it, so it is the way through when you have reached your plan's property or door limit.

Archive or delete, which one

• Archive keeps the record and its full history. It is hidden from your lists and you can restore it anytime. There is no countdown.
• Delete removes the record for good after a 24 hour recovery window. Use it for things you really do not need.
• Anything with payments, charges, deposits, or payouts cannot be deleted, so your records and taxes stay complete. Archive it instead.

Before you start

• You need to be an account owner, an admin, or a property manager.
• A property manager assigned to specific properties can archive a property or lease on those properties only. A tenant can be archived by an owner or admin.
• Archiving is reversible. Nothing is removed.
• A live tenancy cannot be archived. End it first by recording the notice and move-out, then archive it. See below.

Why a live tenancy cannot be archived

Archived records are left out of your rent roll, your occupancy rate, your dashboard, the portfolio totals, the reserve plan and the owner portal. That is the point of archiving. It also means that archiving a tenancy someone is still living in would quietly remove that rent from every one of those figures, with nothing in your books to say where it went.

So archiving is refused while the tenancy is in a live stage, including an eviction in progress, and you will see "This tenancy is still live, so it was not archived. End it first by recording the notice and move-out, then archive it." Nothing is changed by the refusal, including pre-authorized debit and autopay.

To archive it, take the tenancy through move-out and settle the deposit first. See End a tenancy and close it out. Recording it in error instead? See Fix a tenancy entered by mistake.

Archive something

1. Open the property, lease, or tenant you want to tidy away.
2. Select Delete. The confirmation opens.
3. Select Archive instead. No typing is needed.

What happens next

• The item disappears from its normal list, for example Properties.
• Automatic rent collection (pre-authorized debit and autopay) on an affected lease stops right away.
• The record and its history are kept in full.

Restore something

1. Open Account details from the menu.
2. Find the Archived items list.
3. Select Restore next to the item to bring it back to its normal list.

Troubleshooting

• I cannot find an archived item. Look under Archived items on the Account details page, not in the normal list. Archived items are hidden on purpose.
• Autopay stopped after I restored a lease. Restoring brings the lease back, but a tenant who was on autopay needs to set it up again.
• I want it gone for good, not archived. Use Delete instead. Note that items with financial history cannot be deleted, only archived.
• My rent roll or dashboard total dropped and I do not know why. Check Archived items. An archived lease or property is left out of every total on purpose. Restore it to bring it back.
• Archiving the lease was refused. The tenancy is still live. Record its notice and move-out first, then archive it. Wound-down and retired tenancies archive normally.
• Archiving the property was refused. Somebody still lives there. Archiving hides a property from every list and every total, so doing it to an occupied property would make a paying tenancy vanish from your dashboard with nothing to explain it. Record the notice and move-out on the tenancy first, then archive the property.