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For Counselors: How to Find and Restore Archived Students

This guide covers how to find students who are no longer visible in your roster, how to restore them, and when archiving or deleting a student record is appropriate.

The actions described in this article require the Account Administrator or Student Counselor role. If you do not have the necessary permissions, please contact your account administrator for assistance.

Can't find a student in your roster?

By default, your student roster only shows active students. If you can't find a student, they've most likely been archived. Archived students are removed from your default roster view without being deleted. If you attempt to add an archived student, you may see an "email already in use" error.

To find and restore an archived student:

  1. Go to your Student Roster and click Filters at the top of the screen.
  2. In the Registration Details section, set Roster Status to Archived and click Apply Filters.
  3. Look for the student in the filtered roster, or use the search bar above the list to find them by name.
  4. Click the student's name to open their profile.
  5. In the top-right corner of their profile, click Restore. This will re-activate the student's account and they'll be back in your normal roster.
If you've applied the Archived filter and still can't find the student, contact Scoir Support. They may have been fully deleted or their record may need further investigation.

Why is my student archived?

Students may be archived in two ways:

  1. Automatically: Schools using Clever have students archived automatically when they are removed from the Clever roster, with nightly syncs keeping records up to date.
    For schools using Clever: You can see a count of archived students in the Data Sync Summary on your dashboard. Click View all to see a list of those students.
  2. Manually: A counselor with the Account Administrator or Student Counselor role archived the student directly from their profile.

Archived students are not deleted. Their data remains part of your school's records and continues to appear in reports such as scattergrams and alumni insights.

How to archive a student

To remove a student from your active roster, open their profile and click Archive in the top-right corner.

The student's account will be disconnected from your school, but their record remains accessible via search and filters and their data is preserved in your school's reports.

What about the student's parents? When a student is archived, their parent's access is automatically limited since the parent connection runs through the student. You don't need to remove parents if you don't wish to. However, if you'd like to keep your parent roster up to date, you can unlink and remove the parent from the student's profile. If the student ever re-enrolls and you didn't remove the parent, the existing link will still be in place and no re-invite is needed. If you did remove the parent, you would just need to re-add and re-invite them.

How to permanently delete a student

Deleting a student record is permanent and cannot be undone. All historical data associated with the student will be erased. We strongly recommend archiving instead of deleting whenever possible.

Students must be archived before they can be deleted and can only be deleted one at a time. If the student is currently active, you will need to archive them first before the delete option becomes available.

Delete an active student

  1. From the student's profile, click Archive in the top-right corner and confirm.
  2. Once archived, click Delete and confirm.

Delete already archived students

  1. Go to your Student Roster and click Filters at the top of the screen.
  2. In the Registration Details section, set Roster Status to Archived and click Apply Filters.
  3. Click a student's name to open their profile. You can also use the search bar to find them by name.
  4. Click Delete in the top-right corner and confirm.
  5. Return to the filtered roster and repeat for each student you want to delete.
We understand this isn't an ideal solution, and we're actively working towards developing mass delete capabilities in the future.

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