## 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](https://help.joinkiddo.com/hc/centers/articles/auto-archive-rules).
- 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 | **Withdrawn** | **Withdrawn** |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](https://help-families.joinkiddo.com/hc/families/articles/application-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.

## Related articles

- In the app: **Waitlist → Wait List** or **Offers** → **Archive** / **Archive Selected**
- [How to set up auto-archive rules for your waitlist](https://help.joinkiddo.com/hc/centers/articles/auto-archive-rules)
- [What is waitlist priority and how is it used?](https://help.joinkiddo.com/hc/centers/articles/waitlist-priority)
- What your parents see: [Understand your waitlist status](https://help-families.joinkiddo.com/hc/families/articles/application-status)