Active and Archived Clients

No longer actively working with a client? Remove them from your active client list by archiving them. This will help to keep your clients better organized and limit some functionality for archived clients.

What Happens When a Client is Archived

When you archive a client, their files and records move to the "Archived" tab. You still have full access to their information and can restore them to Active status at any time. Clients are not notified when they are archived, and nothing is permanently deleted.

Archiving a client will also:

Remove the client from your notification feeds
Cancel any upcoming appointments
Cancel any scheduled payments. If you want the client to finish a subscription, archive them after the final payment, or stop the recurring payment and send an invoice for the remaining balance.
Prevent new documents and forms from being shared with or requested from the client
Prevent newly shared documents from being added to their account
Remove client journal entries from your journaling feed. You can still view entries from the client's profile under Journaling.
Stop goal completion reminders via push and email

By default, archived clients can still do the following unless you manually disable these features:

Message their provider via Chat in an existing conversation. Providers need to unarchive a client to start a new chat. Learn how to disable direct chat and community chat.
Book an appointment. Booking a session will automatically unarchive the client and move them to active status. To prevent this, disable "Schedule Appointments" in the client's account settings. Learn more about Client Portal Settings. Note: providers cannot book appointments with an archived client. Unarchive them first.
View and participate in existing Community Chats they are part of. Archived clients are excluded from future Community Chats and Message Blasts. Learn how to disable direct chat and community chat.
Log journal entries. To prevent this, disable "Can View & Create Journal Entries" in the client's account settings. Learn more about Client Portal Settings.
View documents and post-session notes you have made visible to them. Un-share documents to remove access.
View forms they have already completed.
Purchase a package through a package embed or URL shared with them. Purchasing will automatically unarchive the client and move them to active status. To prevent this, disable "Can View & Purchase Packages" in the client's account settings. Learn more about Client Portal Settings.
View program content for programs they are already enrolled in. To prevent this, disable "Can View & Complete Programs" in the client's account settings. Learn more about Client Portal Settings.

Additional notes:

Archived clients remain in their assigned group. You may want to change a client's group or remove them from a group when archiving.
Providers can adjust what features a client can access when logged in through Client Portal Settings.
A forthcoming update will stop email and push notification reminders from being sent to archived clients.

Archive & Bulk Archive Clients

You can archive a client from within the "Client" tab in your Healthie account. You may want to archive a client when they are no longer working with you. Clients will not receive a notification that they have been archived, and they will continue to have access to their Healthie Client Portal, along with any resources you had previously shared with them.

However, they will not be able to book appointments, interact in group chats, or receive any new resources.

To archive a client:

Go to the "Clients" tab on your Provider dashboard
Select the Client
Find your client, and click the "Actions" tab (3 dots) next to their name
Select "Archive" from the list

Bulk archive many clients at once

You also can archive several clients at once. Simply check the box next to your client's name within the client list. An "Archive" button will appear at the bottom of your screen. Click to bulk archive. A side panel will display showing relevant each client you've selected, and if they have any remaining credits or money owed. Confirm your decision to archive these clients.

Archive all clients assigned to a client group

Clients > Client Groups > [...] > Archive All Clients

Archiving clients within a group will not archive the group itself. New clients can be added to this group at any time.

View Archived Clients

Your archived clients are organized in your "Clients" within Healthie. Archived clients will display indefinitely.

To view archived clients:

Go to the "Clients" tab on your Provider dashboard
Select the "Archived Clients" tab

Unarchive a Client

You can easily move an archived client back to your active client list. You may want to do this if a client who was previously working with you has now revisited.

To unarchive a client:

Go to the "Clients" tab on your Provider dashboard
Select the "Archived Clients" tab
Find your client, and click the "Actions" tab (3 dots) next to their name
Select "Activate" from the list

Deleting a Client Account

To prevent accidental data loss, and to ensure that our providers are maintaining requirements by HIPAA & healthcare industry standards for data storage and retention it is currently not possible for you to permanently delete a client from your account.

If your previous clients are continuing to receive notifications for your portal, you can unsubscribe them from e-mail notifications. E-mail hello@gethealthie.com if you'd like assistance with this.

Additional Notes

Clients will still be able to access their Healthie accounts to log food and workouts and view their profiles once you have archived them.
Customize an archived client's experience with Healthie by adjusting their Client Portal Settings.
If you try and add a client that is archived or active in the Healthie system under your provider account already, you will get the message "Email in use."
Archived clients will remain in the group they are assigned. Providers may want to manually change a client’s group when archiving them, or remove them from a group altogether.
A forthcoming update will stop email reminders/push notifications from being sent to the client.

For Starter Plan Members:

If you are on Healthie's beginnings plan, you can have up to 10 active clients at a time, and an unlimited number of archived clients. Archived clients do not count towards your 10 active client count.

If you have your calendar or package linked externally, and a 10th client attempts to book/buy services, they will NOT be blocked and will be allowed to proceed as expected. You will receive a notification that your account status will be updated to the next level up if you do not archive clients go below the 10 active client threshold.

A Note for Organizations:

If you do not see the option to re-activate a client, and you are part of an organization, then you do not have permission. Please reach out to your admin and request the setting "Can archive clients" be enabled for your account. This will allow you to both archive and unarchive clients.