Restoring, Deactivating, and Deleting Clients & Resources

In this article:

• Deactivating vs. Deleting a Client
  • Deactivating a Client
  • Reactivating a Client
  • Deleting a Client
• What Can Be Deactivated or Archived
• What Cannot Be Archived
• Restoring a Deleted Client
• Restoring Specific Resources

Deactivating vs. Deleting a Client

Choosing between deactivating and deleting a client depends on how you want to manage your ongoing relationship with them and your subscription.

Deactivating is the right choice when a client is no longer actively working with you but you want to preserve their full history, continue sending them forms or booking confirmations, or leave open the possibility of reactivating them in the future.

Deleting is appropriate when you need to fully remove a client from your portal — for example, to reduce your active client count toward your subscription limit. Deleted clients can be restored within 60 days if needed.

⚠️ Important: Deactivated clients still count toward your subscription plan's client limit. If managing your client count matters for your plan, deleting — rather than deactivating — will reduce that number.

Deactivating a Client

Deactivated clients remain in your client list in a greyed-out state and their full history is preserved. They can no longer log into the client portal, but they can still receive email notifications and complete forms via email links.

To deactivate one or more clients:

1. Go to My Clients and locate the client(s) you want to deactivate.
    
2. To deactivate a single client, select the More Options menu (3 dots), and choose Deactivate.
    
3. To deactivate multiple clients at once, use the Select Multiple function to select the relevant clients, then click the Deactivate button.
   

📍 Note: Team members may deactivate clients if they have the appropriate permissions assigned by the account owner.

Reactivating a Client

Deactivating a client is fully reversible. When a client is ready to re-engage with your practice, you can reactivate them at any time.

To reactivate a client:

1. Go to My Clients. Deactivated clients appear greyed out near the bottom of your client list.
    
2. Open the client's record and click Activate.
   

✅ The client's record, history, and resources will be fully restored, and they'll regain access to the client portal.

Deleting a Client

Deleting a client permanently removes them from your active portal and reduces your client count toward your subscription limit. Deleted clients can be recovered within 60 days — see Restoring a Deleted Client below.

Learn more about Deleting a Client Record →

⚠️ Important: You can delete a client even if they have an outstanding invoice or active package. Be sure to resolve any billing matters before deleting, if needed.

What Can Be Deactivated or Archived

Practice Better uses different terms depending on the record type. Here's what supports a non-destructive "off" state:

• Clients — can be deactivated (preserves all data and history)
• Team members — can be archived (permanently revokes portal access; the team member no longer counts toward your subscription limit, but their resources remain accessible in the portal)
• Programs — can be archived
• Published client protocols — can be archived

📍 Note: Archiving a team member permanently revokes their access to the Practice Better portal. Their resources — including services, packages, forms, note templates, and more — remain accessible to the rest of your team.

Individual resources (such as a session note or form) can't be independently archived without deactivating the associated client record.

What Cannot Be Archived

The following record types do not have an archive or deactivation option and can only be deleted:

• Services
• Packages
• Forms
• Note templates
• Session notes
• Protocol templates

📍 Note: Some of these — including forms, protocol templates, and services — can be restored within 60 days of deletion. See Restoring Specific Resources below.

Restoring a Deleted Client

When a client record is accidentally deleted, Practice Better account owners can quickly restore it along with all associated data. Practice Better keeps deleted client records accessible for 60 days, giving you peace of mind and time to recover what you need.

To restore a deleted client:

1. Go to Settings (gear icon) > All Settings & Preferences.
    
2. Click Activity under the My Team section.
   
    
3. In the All activity dropdown, search and select delete a client to filter the log.
   
    
4. Locate the deleted client entry and click the expand icon to view additional details about the deletion.
   
    
5. Click Restore at the bottom of the entry. This option is available for clients deleted within the last 60 days.
   
    
6. Review the prompt and click Restore to confirm. You'll receive an email notification once the client's record has been successfully restored.
   

✅ Your client record and all associated resources will be restored to your account, allowing you to pick up right where you left off.

Restoring Specific Resources

Beyond full client records, Practice Better account owners can restore individual resources that were deleted within the last 60 days. This flexibility ensures that important notes, forms, and other key items can be recovered when things are accidentally removed.

Client-specific resources that can be restored:

• Insurance Claims
• Forms
• Invoices
• Labs
• Protocols
• Packages
• Session Notes
• Superbills
• Tasks

Account-level resources that can be restored:

• Forms
• Protocol Templates
• Services

To restore a specific resource:

1. As the account owner, go to All Settings & Preferences > Activity tab.
    
2. Search the list of recent log entries or use the All activities dropdown to filter for specific actions (e.g., "Deleted a protocol").
    
3. Click Restore next to the log entry to re-add the deleted resource to your account.
   

📍 Note: The restore option is only available for resources deleted within the last 60 days. After this period, deleted items cannot be recovered.