Archiving a child profile moves it into an archived state. Nothing is immediately deleted, but the profile is hidden from active views. Use this when a child leaves your centre to keep your profile count organised and access for families managed.
Parents have 3 months to download the profile data (see Downloading a Child Profile for instructions), after which their access ends. Archived profiles also don’t count toward your active profile capacity, helping manage license costs.
If you need to transfer the profile to another centre, please follow the steps outlined in this guide on Transferring Profiles to Another Service.
Note: Only Site Administrators can archive or recover profiles.
Steps to Archive a Profile
Important: Before archiving, ensure each profile has the following completed:
First Name and Last Name
Date of Birth
At least one Family Contact (name, relationship to child and email)
Any mandatory custom fields defined by your centre
Navigate to the child’s profile page from the All Children menu.
Click the Archive profile button in the bottom-left corner.
In the confirmation dialog, click Yes.
Once archived, parents will have 3 months to access to their child's profile to download a copy of their child's stories. All other access will be restricted.
Batch archiving Child Profiles
When many children leave at once (e.g. at the end of term), batch archive by class:
Go to Class Management from the main menu (Children > Classes & Groups).
Select the class or room you wish to archive.
Click Archive All at the bottom of the page.
Confirm by clicking Confirm.
Check out this article for further details on the class management tool.
Reinstating Archived Child Profiles
If a child returns or you archived in error, Site Administrators can restore profiles:
In the All Children section, click Archived Profiles at the top right.
The profiles are listed in alphabetical order, sorted by first name. Scroll to find the child’s name.
Click on the child's profile, then click the Recover profile button.
In the confirmation dialog, click Confirm.
The profile will return to active status and appear in your regular Children overview. Note that it will not be moved into a class.
Note: Reinstated profiles count toward your active capacity again.
Related articles
How to manage whole classes - creating, updating and archiving in bulk