Practice Better lets you archive certain resources, like programs, protocols, and team members, to keep them out of your active workflow without losing their data. This article covers what can be archived, what can't, and how to restore individual resources that were deleted within the last 60 days.
📍 Note: Looking to deactivate, delete, or restore a client record? For that process, see Deactivating, Deleting, and Restoring a Client Record →
In this article:
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, which preserves all data and history. See Deactivating, Deleting, and Restoring a Client Record →
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Team members can be:
- Deactivated: Revokes portal access until the team owner reactivates them. The deactivated team member still counts toward your subscription limit, and their resources remain accessible in the portal.
- Archived: permanently revokes portal access. The team member no longer counts toward your subscription limit, but their resources remain accessible in the portal.
- Learn more about Deactivating, Archiving, and Deleting Team Members →
- Programs: can be archived. Learn more about Program Management and Lifecycle →
- 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 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.
📍 Note: The restore option is only available for resources deleted within the last 60 days. After this period, deleted items cannot be recovered.
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
- Note Templates
- Services
- Packages
- Programs
Resources that can't be restored once deleted
- Files from My Documents
- Program modules
- Automations
- Faxes (Sent and Received)
- Custom Bookings Pages
To restore a specific resource
- As the account owner, go to All Settings & Preferences > Activity tab.
- Search the list of recent log entries or use the All activities dropdown to filter for specific actions (e.g., "Deleted a protocol").
- Click Restore next to the log entry to re-add the deleted resource to your account.