Kiddo Help — For centers

How to archive a waitlist application

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Chris

Last updated on Aug 8, 2026

Summary

When a family is no longer in active consideration — or you need to clean up your list — archive moves the application to Waitlist → Archive without deleting data. From the Wait List or Offers tab, choose an archive status in Select Archive Status so your team records the right reason.

Before you start

  • You need staff access to Waitlist.
  • Archiving does not delete applications. You can still view details, export data, and Return to Waitlist later.
  • Auto-archive rules (age or inactivity) are separate — see How to set up auto-archive rules for your waitlist.
  • On the Enrolled tab, Archive skips the status picker and archives as Admin Archive (Non-Parent Facing) after you confirm.

Steps

Archive from the waitlist or offers tab

  1. Open Waitlist and go to Wait List or Offers.
  2. Select one or more applications, or open a child's row menu (...).
  3. Choose Archive Selected (bulk) or Archive (single row).
  4. In Select Archive Status, pick the reason that best matches what happened (see the table below).
  5. Select Submit.

You can also open a child's profile from the waitlist and choose Archive from the header menu — the same Select Archive Status modal appears.

Archive from the enrolled tab

  1. Open Waitlist → Enrolled.
  2. Select the application(s) or use the row Archive action.
  3. Confirm in Confirm Archive. These applications are archived as Admin Archive (Non-Parent Facing).

Archive status options

Status in Kiddo When to use it On Waitlist → Archive What families see on Home (current app)
Admin Archive (Non-Parent Facing) Internal cleanup — record-keeping only. Admin No removed label. Possible On Waitlist fallback if that was the only status.
Expired Offer The family did not accept an offer before it expired. Expired Offer Same as Admin Archive — no removed label; possible On Waitlist fallback.
Parent Withdraw The family asked to leave the waitlist, or you are recording a withdraw on their behalf. Withdrawn Withdrawn
Parent Declined The family declined an offer. Declined Same as Admin Archive — no removed label; possible On Waitlist fallback.

Admin Archive (Non-Parent Facing) is the default. Non-Parent Facing means the archive is for your staff records — not a parent-facing status change on Home. Only Parent Withdraw reliably shows Withdrawn to families today.

What happens next

On your waitlist

  • Archived applications leave Wait List, Offers, or Enrolled and appear under Waitlist → Archive.
  • The Archive Status column shows the label from the table above. Auto-archived rows show Age rule — auto or Inactivity rule — auto instead.
  • Waitlist position is preserved — Return to Waitlist keeps the original submission date for ordering.
  • Kiddo does not send an automatic email when you manually archive. Contact the family directly when they need an explanation.

For families

Parent Home hides most archived statuses and keeps only Withdrawn visible. Admin Archive, Expired Offer, Parent Declined, and auto-archive do not show a removed label; the card may fall back to On Waitlist even though the application is off your active waitlist.

What your parents see in detail: Understand your waitlist status.

Common questions

Does archive delete the application?

No. Archive moves it off active tabs. Permanent delete is a separate, irreversible action — use only when your center policy requires removing data entirely.

Can I change the archive status after the fact?

The status is set when you archive. If you picked the wrong reason, Return to Waitlist and archive again with the correct status, or add a staff note on the child's profile for your team.

When should I use Admin Archive vs Parent Withdraw?

Use Parent Withdraw when the family should see Withdrawn on Home — for example, they emailed asking to be removed. Use Admin Archive (Non-Parent Facing) for internal housekeeping (duplicate cleanup, stale records you already discussed offline). Do not expect Admin Archive to change what families see on Home beyond a possible On Waitlist fallback.

How is this different from auto-archive?

Auto-archive runs on your schedule from Settings → Enrollment & Waitlist → Auto-Archive Rules. Manual archive is a one-time staff action with a reason you choose. Both land in Archive and behave the same on Home today.

Can I archive applications with an open offer?

Yes, from Offers or Wait List. Choose Expired Offer or Parent Declined when an offer was involved so your Archive tab stays accurate.

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