Whether you've lost a Booking or the definite Booking has come and gone, using the Archive feature along with the Archive Filter allows you to hide Bookings to keep your Calendar and Pipelines clear - without losing any important data.
Archived bookings are intentionally hidden from active pipelines to streamline workflow and improve focus on ongoing tasks.
Archiving Bookings
This must be done manually and can be done either individually, or in bulk. You can archive a Booking from the main Bookings List or Pipeline View or from inside the Booking itself;
From the Bookings List or Pipeline View
Select the drop-down arrow on the right-hand side of the Booking in your list or Pipeline Item
From that drop-down Click on Archive/Unarchive
Select Archived
Click Apply
Bulk Archive From the Bookings List or Pipeline View
Select the Pipeline or List filter you wish to Archive
Add Filters to narrow down your results (for example filter Past Bookings only)
Select multiple checkboxes in your List or Pipeline on the left-hand side. (use the checkbox at the top of your list or pipeline stage to select all visible items)
Click on the Select Batch Action dropdown
Select Archive
Click Apply
From the Booking Summary screen
Open the Booking you wish to Archive
Select the Actions drop-down on the top-right
Select Archive
Hint: If you need to Unarchive a Booking, simply perform the same above steps and select Unarchive.
Hide or View Archived Bookings
In the Pipeline or Booking List
To view both Archived and Unarchived Bookings, set the Include Archived toggle to match your preference.
Include Archived will show both Archived and Unarchived Bookings.
Don't forget to Save your View if you'd like this filter remembered for next time.
In the Booking Calendar
Click Filters
Select Archived
Select Both archived and unarchived, Archived Only or Unarchived Only
How to know if a Booking is Archived
You'll know that a Booking is Archived from the icon next to the Booking Name.
Visibility Differences Across Tabs
Archived bookings will not appear in the Bookings Tab, helping users focus on ongoing Bookings.
However, they remain visible in the Booking Calendar (unless the Unarchived Only filter has been added), Contact Tab, and Account Tab for reference and follow-up purposes.
Filters in Booking Calendar, where both Archived and Unarchived Bookings are visible.
Important Considerations about Archiving Bookings
An Archived booking will remain on the Calendar unless you set it's status to Lost or unless you change the filter to 'archived only'.
Changing a Booking Status to Lost will Automatically Archive the Booking when the "Archive after status change" is on.
You will still receive Emails in your Event Temple Mail Box, and an Email Notification if a Contact replies or sends an email after a Booking has been Archived.
Once you've archived/unarchived the booking, you'll need to refresh your browser to reflect the change.
Workflows can be paused when Archiving a Booking
Archived Bookings will be indicated by the "file box" icon.
Archived bookings will not be visible in the bookings pipeline but can still be found in other views such as calendar, contacts list.
This ensures streamlined active pipelines while retaining access to archived data in other areas.
Troubleshooting Booking Visibility
Enable the Archive View: Ensure that you have turned on the archive view in the respective section to locate archived bookings.
Check Other Views: If a booking is missing from the "new look bookings pipeline," try locating it in the calendar, contacts view, or classic pipeline.
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