Archiving Bookings
Once a booking is finished or cancelled, you may not need to see it on your day-to-day bookings list anymore. Archiving moves a booking out of the default list view without deleting it — it stays available everywhere else (calendar, manifest, reports, customer history, search) and can be restored at any time.
Archiving works the same way across All Bookings, Rentals, Experiences, and Store pages.
Who Can Archive Bookings?
Archiving requires the Bookings: Archive permission. By default:
- Admin and Manager roles have it.
- Staff roles do not.
If you can't see the archive option, ask your account admin to check your role and permissions.
What Can Be Archived?
Only past or cancelled bookings can be archived. Specifically:
- The booking's status is Cancelled, or
- The booking has already finished — its end date is in the past.
Active future bookings cannot be archived. This prevents accidentally hiding upcoming work from your team.
What Archiving Does (and Doesn't Do)
| Where | Archived bookings appear? |
|---|---|
| All Bookings list | Hidden by default (use the Archived filter to view them) |
| Rentals list — All bookings tab | Hidden by default |
| Experiences list — All bookings tab | Hidden by default |
| Store list | Hidden by default |
| Calendar | Yes |
| Manifest | Yes |
| Reports (revenue, rentals, experiences) | Yes |
| Customer detail → bookings tab | Yes |
| Global search | Yes |
| Booking detail page (direct link) | Yes |
| Operational tabs (Upcoming pickups, Next returns, Shortages, etc.) | Yes — these show active operational bookings only and are unaffected by archiving |
Archiving is not deletion. The booking, payments, notes, and history stay intact.
How to Archive a Single Booking
From any bookings list (All / Rentals / Experiences / Store)
- Open the relevant bookings page.
- Find the past or cancelled booking you want to archive.
- In the Action column, click the archive icon.
- The booking disappears from the Active list.
From the booking detail page
- Open the booking.
- Click the Actions ▾ dropdown in the top right.
- Select Archive booking.
- An Archived badge appears next to the booking status pill in the header.
How to Archive Multiple Bookings at Once
- On any bookings page, tick the checkboxes in the leftmost column for every booking you want to archive.
- Open the Action dropdown at the top right — it now shows Archive N.
- Click it. All eligible selections are archived in one go.
If your selection includes any active future bookings, those are skipped (and counted in the success message), so the bulk action is always safe to run.
How to View Archived Bookings
- On any bookings page, look for the Active / Archived filter dropdown at the right end of the filter row. (On Rentals and Experiences, this filter only appears on the All bookings tab — operational tabs like Upcoming pickups and Ongoing experiences always show active bookings.)
- Switch the dropdown to Archived.
- The list now shows only archived bookings. The page URL also updates (
?archived=archived) so you can bookmark or share this view.
How to Restore (Unarchive) a Booking
From the Archived list view
- Click the restore icon in the row's Action column.
From the booking detail page
- Open the booking, click the Actions ▾ dropdown, and select Restore booking.
Bulk restore
- With the Archived filter active, tick the rows you want to restore, then click Restore N in the Action dropdown.
Tips
- Use it as a "spring clean" tool. Once a busy season ends, bulk-archive completed bookings so your day-to-day list stays focused on what's coming up.
- Reports are unaffected. Your revenue and rental reports continue to include archived bookings — archiving is purely a list-view convenience, not an accounting action.
- Need to truly remove a booking? Use Cancel instead. Archiving alone won't refund payments or release inventory.