When a client finishes their coaching engagement or you need to clean up your roster, CoachRx allows you to archive clients. This article covers how archiving works, what it means for the client's access, and how to bring a client back if needed.
Archiving vs. Deleting
In CoachRx, clients are archived, not permanently deleted. Archiving removes the client from your active roster while preserving all of their data (assessments, program history, notes, messaging, etc.). This means you can always reactivate them later without losing any information.
What Happens When You Archive a Client
When a client is archived:
App access: The client will lose access to their program in the CoachRx mobile app. Archiving is the only action that removes a client's ability to see their program.
Active roster: The client is removed from your active client list and no longer counts toward your tier's client limit.
Data preservation: All client data - assessments, training history, notes, messaging history, and profile information - is retained and accessible if you reactivate the client.
Payment subscriptions: If the client has an active payment subscription through Business Suite, you should cancel or address the subscription before archiving. Archiving the client does not automatically cancel their payment subscription.
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Important: Archiving a client is the only way to remove their access to their program in the CoachRx app. Pausing a subscription or removing them from a program does not revoke app access on its own.
How to Archive a Client
Navigate to the client's profile in your CoachRx dashboard
Click the settings or options menu (look for the three dots or gear icon)
Select Archive Client
Confirm the action
The client will be moved to your archived list and removed from your active roster.
How to Reactivate an Archived Client
If you need to bring a client back:
Navigate to your Archived Clients list (accessible from your client management area)
Find the client you want to reactivate
Click Reactivate or Unarchive
The client will be added back to your active roster with all of their previous data intact
Once reactivated, the client will regain access to the CoachRx app and any programs you assign to them.
Before You Archive - Checklist
Before archiving a client, take care of these items:
Cancel active payment subscriptions in Business Suite if applicable
Communicate with the client so they know their app access will end
Save any notes or context about the engagement in the client's profile for future reference
Export any data the client may want a copy of before you archive
FAQ
Q: Does archiving a client delete their data?
A: No. All client data is preserved. You can view it again by reactivating the client.
Q: Will archiving a client reduce my subscription tier?
A: Archived clients do not count toward your active client limit. However, tier downgrades are not automatic. If archiving drops you below your current tier's threshold, you can downgrade your plan from your billing settings in Account Settings. See our Subscription Pricing, Tiers & Renewal FAQ article for details.
Q: Can I archive multiple clients at once?
A: Currently, clients must be archived individually from their profiles.
Q: My client says they can still see their program after I archived them. What is going on?
A: Ask the client to close and reopen the CoachRx app. If the issue persists, contact coachrxsupport@opexfit.com.