Archive and Unarchive Members
Learn how to archive and Unarchive Members in Topo, including archive versus delete.
When to use this
Use this article when you need to archive and Unarchive Members in Topo. The main staff surface is member profile archive section. It is written for Managers.
What this covers
Archive versus delete
Confirm dialog
Active subscription cancellation
Primary payer restrictions
Daily-operation blocking
How to unarchive
Before you start
Open member profile archive section.
Use a staff role that can view or edit members for the action you are taking.
Check the selected location when reviewing front-desk access. Some member lists and check-in options are filtered by recent visits or location-scoped access.
Use the member profile as the source of truth for contact details, access, waivers, notes, payment methods, and account credit.
Steps
Open the member profile.
Review active access, payment methods, family group role, and outstanding issues.
Choose Archive and enter the reason requested by your gym process.
Confirm only after understanding that archived members are blocked from daily operations and active subscriptions may be cancelled.
Use Unarchive when the profile should return to active operations, then resolve access, waiver, and payment status before check-in.
What happens after saving or completing this
The change is reflected in the relevant staff screen and activity history.
If the workflow affects members, payments, access, inventory, or email, review that downstream area before moving on.
Common issues and fixes
Archiving preserves data; it is not deletion.
Archiving can cancel active subscriptions.
Primary payer relationships may block archive until family billing is handled.
A profile exists but the member cannot enter: profile data alone does not grant access. Review the access card, waiver card, and blocker messages.
A member cannot be archived: primary payers and active billing relationships may need to be moved or cancelled first.
A duplicate profile appears likely: compare email, phone, date of birth, family group, and recent activity before editing or archiving either record.
Related articles
Search for a Member
Understand Customer Access
Resolve Check-In Blockers