Rosters turn over every season. Archiving is how you handle departures without deleting anyone's recruiting work: the athlete comes off your active roster, their seat frees up, and their data stays intact.
Archiving an athlete
From your athlete list, choose Archive on the athlete. You'll see two options, both off by default:
- Convert this athlete's account to a personal account. The athlete keeps their profile, target list, activity, and email history on a personal free-tier account they control, and they can subscribe on their own if they want to keep Pro features. This is the right choice for athletes leaving your organization who are still recruiting.
- Email the athlete about the change. Sends them a note explaining their account is now a personal one and how to log in. It checks itself when you turn on conversion — uncheck it if you'd rather tell them yourself.
If you leave conversion unchecked, archiving simply deactivates the athlete: they can no longer log in, but their data is retained, you can restore them later, and they remain part of your organization's records — archived athletes still appear in your committed athletes showcase, for example. That's the right choice for alumni and inactive accounts.
Archiving several athletes at once
Super Admins and Admins can select multiple athletes on the athlete list and archive them together. The same two options apply to everyone selected, so a graduating class can be archived and converted in one pass.
Archiving a whole team
When you archive a team, you can also check archive all athletes on this team, with the same conversion and email options for everyone on the roster. None of these are checked by default, so archiving just the team (say, to reorganize your structure) leaves its athletes active and untouched.
Seats
Only active athletes count against your athlete limit. Archiving frees the seat immediately, and archived athletes never count, no matter how many you keep.
Restoring an archived athlete
Restore from the same athlete list, filtered to archived athletes. Restoring needs an open seat: if you're at your limit, you'll be asked to upgrade your plan or archive someone else first.
An athlete you converted to a personal account isn't restored this way, because their account now belongs to them. Instead, have them rejoin through your registration link with the join with existing account option. See athlete registration & group codes.
Related
- Athletes leaving your organization can also reach out themselves: keeping your account when you leave your organization.
- To remove someone's data permanently instead, see deleting your account.