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Sometimes, you may no longer need access to a Contact in Fleetio for normal day-to-day operations, but you don't want to remove the record entirely or eliminate all data associated with that Contact. For these situations, Fleetio allows you to archive a Contact. You can also fully remove a Contact from your Fleetio account by permanently deleting the record.
PERMISSIONS: Account Owners and Administrators with the Manage Users & Roles permission can Archive, Restore, or Delete contact records.
- Regular Users may be assigned this permission by Role but cannot Bulk Archive contacts.
- Only the Account Owner can Bulk Delete archived contacts.
Archive a Contact
Archiving a Contact keeps the data associated with that Contact. However, if the Contact has User access, archiving them will deactivate their login and end any current assignments. You can archive Contacts from the Contact Index or the Contact Details Page. Both methods are covered in detail below.
TIP: Learn more about Contacts, Users, and deactivation in Contacts vs. Users Explained and Deactivate Users.
Contact Index
First, go to your Contact Index by clicking Contacts in the Sidebar Navigation.
To archive a single Contact:
- Hover over a Contact row, click the More Actions Button, and select Archive.
- Click the Archive Contact button in the pop-up to confirm.
To archive multiple Contacts:
- Select the checkboxes for the applicable Contacts.
- Click the Actions Drop-down Menu and select Archive.
- Click the Archive # Contacts button in the pop-up to confirm.
Contact Details Page
- In the Contact Index (shown above), click a Contact to go to their Contact Details Page.
- Click the More Actions Button and select Archive.
- Click the Archive Contact button in the pop-up to confirm.
Restore an Archived Contact
You can restore an archived Contact at any time. Once restored, the Contact will no longer be considered "Read-Only" and can be assigned to Fuel Entries, Service Entries, and more. You can restore archived Contacts from the Contact Index or the Contact Details Page.
Contact Index
You can view all archived Contacts in your Contact Index by clicking the Archived tab at the top of the page.
To restore a single archived Contact:
- Hover over a Contact row and click the More Actions Button and select Restore.
To restore multiple archived Contacts:
- Select the checkboxes for the applicable Contacts.
- Click the Actions Drop-down Menu and select Restore.
Contact Details Page
- In the Contact Index (shown above), click a Contact to go to their Contact Details Page.
- Click the Restore button.
Delete a Contact
IMPORTANT: You can ONLY Delete a Contact if there are NO associated records AND if the Contact has NOT had User access enabled. Users can only be deactivated and archived, not deleted. Learn more in the Deactivate Users article.
To permanently delete a Contact:
- Go to your Contacts Index by clicking Contacts in the Sidebar Navigation.
- Click the Archived tab.
- Hover over a Contact record and click the More Actions Button, then select Delete.
- Click the Delete Contact button in the pop-up to confirm.
You can also go to the Contact Details Page and click Delete on the This Record is Archived banner.
IMPORTANT: Deleting a Contact is permanent and cannot be undone.
