Archive a register

Archiving ends a register. An archived register is read-only: it keeps its history, but nobody can add classes, offer places, or change it.

You can archive a register by hand in two ways:

Archive Now: the register ends at once.
Schedule Archive: the register ends on a date and time you choose.

Which registers you can archive by hand

Only Perpetual registers can be archived by hand.

Term and Crash Course registers cannot be ended early. They archive on their own after their last active day. See Automatic archiving.

What archiving does

When a register is archived:

Every active enrolment in the register ends.
Every active trial in the register is cancelled.
Every reserved seat in the register ends. See Reserved Seats.
The register becomes read-only. You cannot edit it, add classes, offer places, or change schedules.
The register moves to the Archived section of the register dashboard.

Archive a register now

Before you start: check the list of students in the archive window. Every student on that list will be finished.

On the register dashboard, find the card for the register.
Select the gear icon on the card. Register Options opens. You can also open it from the register options button in the daily view toolbar.
Select Archive Register.
Select the Archive Now tab.
Read the line under the options. It says how many students will be finished, and lists their names.
Optionally, tick Email students that their lessons have finished. See The finished lessons email.
Select Archive now.
Swimio asks Archive this register now? It warns that this ends all active enrolments, cancels active trials, and cannot be undone. Select Yes, archive now.

Result: the register is archived at once and moves to the Archived section.

Schedule an archive

Use this when you know the last day in advance, for example when a programme closes at the end of the month.

On the register dashboard, select the gear icon on the register card.
Select Archive Register.
Select the Schedule Archive tab.
Pick the Archive date and time. It cannot be in the past.
Check the list of students who will be finished.
Optionally, tick Email students that their lessons have finished. See The finished lessons email.
Select Schedule archive.

Result: the register stays active until the time you picked. Then Swimio archives it. Swimio checks for due archives every few minutes, so the archive can happen a few minutes after the time you picked.

The finished lessons email

When you tick Email students that their lessons have finished, Swimio emails the account holder of each student who is finished by the archive. The email tells them that the student’s lessons have finished.

With Archive Now, the email is sent when the register is archived.
With Schedule Archive, the email is sent at the archive time, not when you save the schedule.

When the box is not ticked, no email is sent. Tell the students yourself if they need to know.

While an archive is scheduled

A register with a scheduled archive is still running, but it is getting ready to close:

You cannot offer new places or add new classes. Both would add to a register that is about to end.
You can still move and finish students who are already in the register.
The dashboard card shows a red Archiving on badge with the date.
The daily view shows a banner with a countdown, and buttons to change or cancel the schedule.

A register can have only one scheduled archive at a time.

Change or cancel a scheduled archive

On the register dashboard, select the gear icon on the register card. You can also select the Archiving on badge.
Select Manage scheduled archive. The Scheduled Archive window shows the current date and time.
Choose one:
- Change the date: pick a new Archive date and time, then select Save changes.
- Cancel the archive: select Cancel schedule. Swimio asks Cancel the scheduled archive? Select Yes, cancel it. To keep the schedule, select Keep it.

Result: the register archives at the new time. If you cancelled, the register stays active, and the badge and banner go away.