Archiving a location helps you keep customer accounts organized while ensuring locations tied to active work or billing cannot be accidentally removed. This feature is designed to maintain data integrity across jobs, maintenance plans, and billing records.
This article covers:
What happens when a location is archived
When archiving is blocked
How to unarchive a location
Common system behaviors and rules
What Does Archiving a Location Do?
When a location is archived:
It no longer appears in search
It is hidden from the account’s main Locations list (unless you enable Show Archived Locations)
It cannot be used for creating new jobs
It cannot be assigned to new maintenance plans
Archived locations remain safely stored and can be restored anytime.
How to Archive a Location
Go to Accounts
Open the account you want to manage
Navigate to the Locations tab
Click the Archive Location option beside the location you want to archive
Confirm the action
If the location cannot be archived, the system will show an error explaining why.
Below are all possible outcomes and error scenarios.
System Rules & Behaviors
Below are the full use cases and expected outcomes when archiving or unarchiving a location.
1. Cannot Archive: Location Has an Active Job
Rule: Locations tied to at least one active job cannot be archived.
Outcome: Archive is blocked
UI Behavior: An error message is shown
Example:
“This location has active jobs and cannot be archived.”
2. Cannot Archive: Location Has an Active Maintenance Plan
Rule: If a location is tied to an active maintenance plan, it cannot be archived.
Outcome: Archive is blocked
UI Behavior: Error message is shown
Example:
“This location has an active maintenance plan and cannot be archived.”
3. Cannot Archive: The Account Has Only One Active Location
Rule: Every account must have at least one active serviceable location.
Outcome: Archive is blocked
UI Behavior: Error message displayed
Example:
“Accounts must have at least one active location.”
4. Cannot Archive: Location Is the Billing Address
Rule: If a location is marked as the billing address, the system prevents archiving—even if the account has multiple locations.
Outcome: Archive is blocked
UI Behavior: Error message displayed
Example:
“You cannot archive a location set as the billing address.”
5. Archived Location Does Not Appear in Search
Once archived, the location:
Is removed from global search
Cannot be found by name, address, or reference
This ensures users cannot accidentally select or assign archived locations.
6. Archived Location Hidden on the Account Page
By default:
Archived locations are hidden from the Locations list
Users can reveal them by enabling Show Archived Locations
This keeps the account view clean while still allowing access when needed.
7. Archived Locations Cannot Be Selected When Creating a Job
When creating a job:
The service location dropdown only shows active locations
Archived locations are not available to choose from
8. Archived Locations Cannot Be Assigned to Maintenance Plans
When creating or editing a plan:
Archived locations are excluded from the location selector
Only active locations can hold a maintenance plan
9. How to Unarchive a Location
You can restore a location at any time.
To unarchive:
Open the Account
Go to Locations
Enable Show Archived Locations
Click Unarchive beside the location
Once unarchived, the location becomes active again and appears in all workflows (jobs, plans, search, etc.).
10. “Show Archived Locations” Toggle Behavior
The toggle appears only when the account has at least one archived location
If no archived locations exist, the toggle is hidden to keep the UI clean
Summary
Archiving locations helps keep your account clean and organized, while protected system rules ensure no active or billing-related data is lost. You can always unarchive a location whenever you need it again.
If you need help with archiving or cleaning up locations, feel free to reach out to our support team.