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Deleting a Client

Sometimes you need to remove clients from your CRM. This guide covers how to delete clients and when you might want to archive them instead.

Before You Delete​

Important

Deleting a client is a significant action. Consider whether archiving might be more appropriate.

Delete vs. Archive​

ActionWhen to UseCan Undo?
ArchiveClient is inactive but you want to keep records✅ Yes
DeleteDuplicate entry or client was added in error⚠️ Limited

For most cases, archiving is the better choice:

  1. Open the client record
  2. Click the ⋮ menu (three dots)
  3. Select Archive Client
  4. Confirm the action

What Happens When You Archive​

  • Client no longer appears in default lists
  • All projects and history are preserved
  • Client can be restored at any time
  • Associated data remains intact

Viewing Archived Clients​

  1. Go to CRM → Clients
  2. Click Filters
  3. Toggle Show Archived on

Restoring an Archived Client​

  1. Find the archived client (using filters)
  2. Open their record
  3. Click Restore Client

Deleting a Client​

If you're certain you want to permanently delete a client:

  1. Open the client record
  2. Click the ⋮ menu
  3. Select Delete Client
  4. Read the warning message carefully
  5. Type the client's name to confirm
  6. Click Delete Permanently

What Gets Deleted​

DataDeleted?
Client record✅ Yes
Notes on client✅ Yes
Activity history✅ Yes
Associated projects❌ No (orphaned)
Files linked to client❌ No (unlinked)
Emails❌ No (reference removed)

Bulk Deleting Clients​

To delete multiple clients at once:

  1. Go to CRM → Clients
  2. Select clients using checkboxes
  3. Click Bulk Actions
  4. Choose Delete Selected
  5. Confirm the deletion
Warning

Bulk deletion cannot be easily undone. Double-check your selection before confirming.

Handling Associated Data​

Before deleting a client, consider what will happen to associated data:

Projects​

Projects are not deleted automatically. They will become "orphaned" (no client). You can:

  • Reassign them to another client
  • Delete them separately
  • Leave them as-is for historical records

Files​

Files linked to the client will be unlinked but not deleted. They'll remain in your file storage.

Emails​

Email threads referencing the client will retain the content but lose the client link.

Who Can Delete Clients?​

Deletion requires elevated permissions:

  • Delete own clients — Users who created the client
  • Delete any client — Administrators or users with full CRM access

If you don't see the delete option, contact your administrator.

Recovering Deleted Clients​

Immediately After Deletion​

Some deletions can be undone within a short window:

  1. Look for an Undo button in the notification toast
  2. Click Undo within 10 seconds

After the Undo Window​

If you need to recover a client after the undo window:

  1. Contact your administrator
  2. Check if database backups are available
  3. Contact support for assistance
Data Retention

Depending on your plan and settings, deleted data may be retained in backups for a period of time.

Common Questions​

I accidentally deleted a client. What do I do?​

If the undo toast is still visible, click Undo immediately. Otherwise, contact your administrator or support.

Can I delete a client with active projects?​

Yes, but the projects will become orphaned. Consider completing or reassigning projects first.

Why can't I see the delete option?​

You may not have delete permissions. Contact your administrator.