Archiving

The Archiving feature will allow you to store attendees that are no longer actively engaging in your projects and activities. Their data remains but they are no longer directly accessible for day-to-day use. This should de-clutter your account and allow you to find the people you are searching for more quickly and easily.

Once an attendee is archived, you will no longer be able to:
- Find them in the search bar.
- Add them to registers. 
- Send them a survey.
- Email them.
- Link them to media items. 
It is important to note that archiving does not delete any personal or sessional data from your Upshot account. So, if you archive an attendee, you are still storing their personal information and historical data, such as:
- Submitted registers
- Completed survey responses
- Media items that they were already linked to
- Indicators
- People reports
- Attendance reports
- Statistics reports
- Map reports
- Written reports
Note: You can unarchive attendees at any time and they will once again be available in the functions listed above. 

Archiving Attendees

The following user roles can archive attendees:

- Project Manager
- Session Registrar
- Team Manager
You can either archive attendees in bulk or individually. 
To Bulk Archive attendees, go to the People Report.

You will see that you can filter your attendees by Active only, Archived only and Active or archived. 

Select Active only and continue to use the People report options to set criteria and find a specific group of attendees that you want to archive. Then click Go. 
You will now have different options of what to do with the attendees that match your search results. If you want to exclude particular attendees from this list, just click on their name and they will be crossed off. 

Click on Archive. The system will ask you to verify your selection. Click Yes, archive.

You will be taken to the Archived Attendee Management page. This can also be accessed from via People > Archived Attendees.

To Individually Archive attendees, go to the profile of the attendee you want to archive. You can do so via the search bar in the top right-hand corner of every page.

Scroll down to Tools on the right-hand side of the profile and select Archive.

The system will ask you to confirm your selection. Click Confirm. 
You will now be able to search for this attendee through the Archived Attendee Management page mentioned above. On their profile there is also a little red symbol next to their name and a notice to let you know this attendee has been archived. 

Unarchiving attendees

If you need to retrieve people out of the archive to be able to record data against them again, you can unarchive them. To do this: 

  • Go to the People > Archived attendees.

Search for the person you want to unarchive. You can list multiple people by searching for and selecting them individually. Click on the tick box of the attendees you want to unarchive. 

Once a person is selected, the Unarchive button will become available. Click on it and confirm your selection in the pop-up screen.
The attendee’s profile will now be available again in the Search bar and for all other functions. 

Searching and Reporting on all archived attendees

If you want to see all the people you have archived, go to the People report and filter by Archived only. Then scroll down and click Go.

You will now see all archived attendees, marked with the little red circle symbol. You can download these into a spreadsheet file by clicking the Download button. 

You will see that the downloaded People report will now feature two new columns, the Status column and the Archived on column. 

Where archived attendees appear on registers, they will be filtered into a new section at the bottom of the Grid register. This is particularly useful when you have regular activities that have been occurring for a long time and old attendees were still showing on the register. 

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