➤ Product: OfficeRnD Flex
➤ Who: Owners whose admin role includes the permission to archive and restore plans
➤ Where: On the Admin Portal, under Billing > Plans
➤ Availability: All Flex plans
A plan you retired but cannot delete stays in every plan list, so staff can still sell a price you no longer offer. Archiving a billing plan hides it from new memberships, contracts, and one-off fees. Memberships already on the plan keep billing as before.
Archived plans stay in your plan list behind a filter and remain in your reports. An archived plan is read-only.
Prerequisites
Check the following before you archive a plan:
You have made your last changes to the plan. An archived plan is read-only, so rename it or update it first.
You have run any price adjustments you plan for memberships on the plan. Memberships on an archived plan are excluded from price adjustments.
You are an Owner.
Your admin role includes the permission to archive plans. You can find this permission under Billing > Plan in the admin role settings.
How archiving works
When you archive a plan, OfficeRnD Flex hides it everywhere you start new business. The plan is hidden from these places:
New memberships.
Contracts, when you create or edit them.
One-off fees.
Discounts.
The plan lists on resource rate extras and fee settings.
Price adjustments. Memberships on an archived plan are excluded from the price adjustments list.
The Member Portal.
The plan still exists, so everything already linked to it keeps working:
Existing memberships keep billing with their current price and terms.
Existing contracts are not changed.
Past invoices are not changed.
Reports still include the plan.
If you archive a plan by mistake, or you want to sell it again, you can restore it. Restore an archived plan ↓
Archive a billing plan
You can archive a plan from the plan list or from the plan page. Follow these steps to archive it from the list:
Go to Billing > Plans.
Open the actions menu on the plan row, then select Archive. A confirmation dialog opens.
Click Archive in the dialog to confirm. The message "Plan archived successfully!" is displayed.
To archive from the plan page, open the plan, then click Archive. The same confirmation dialog opens.
After you archive the plan, it is removed from the default plan list.
Find archived plans
The plan list hides archived plans by default, so the list shows only plans you still sell. The default filter stays in place when you click Reset filters.
To see archived plans, select the 'Archived Plans' quick filter above the list. You can also use the Archived Status filter on the Name column. That filter has 3 values:
Not Archived: plans you still sell. This is the default.
Archived: archived plans only.
Archived and Not Archived: all plans.
The main action on an archived plan is View. Click 'View' to open the plan page as read-only. You cannot edit, merge, or delete an archived plan. The actions menu also contains Restore (see below ↓).
Manage memberships on an archived plan
Memberships on an archived plan keep billing as before. You act only when a member must move to a different plan.
You cannot change the plan on a membership whose plan is archived. The plan field in the membership dialog is locked. To move the member to another plan, cancel the current membership. Then create a new membership with the new plan.
Important: Memberships on an archived plan are left out of price adjustments. Run any price adjustment for those memberships before you archive the plan.
Restore an archived plan
An archived plan stays hidden until you restore it. Restore a plan when you archived it by mistake or want to sell it again. You need the same permission that you use to archive plans.
Follow these steps to restore a plan from the list:
Go to Billing > Plans.
Select the 'Archived' quick filter to show archived plans.
Open the actions menu on the plan row, then select Restore. A confirmation dialog opens.
Click Restore in the dialog to confirm. The message "Plan restored successfully!" is displayed.
To restore from the plan page, open the archived plan, then click Restore. The same confirmation dialog opens.
After you restore the plan, it is no longer read-only. The plan shows again in the default plan list. Staff can select the plan again for new memberships, contracts, and one-off fees.
Best practices
Use these tips to archive plans without surprises:
If you used name prefixes such as "ZZZ" or "Do not use" to hide old plans, archive those plans instead. Rename them first, because archived plans are read-only.
If members on an old plan need a new price, run the price adjustment first. Then archive the plan.
If you must run a price adjustment for memberships on an archived plan, restore the plan first. Archive the plan again after the price adjustment is applied.
FAQs
Does archiving a plan stop billing for existing memberships?
Archiving a plan does not stop billing for existing memberships. Memberships on the plan keep their current price and terms.
Can members still buy an archived plan on the Member Portal?
Members cannot buy an archived plan on the Member Portal. The plan is hidden from every place where new purchases start.
Can I edit an archived plan?
You cannot edit an archived plan because archived plans are read-only. Restore the plan, make your changes, then archive it again.
Can I restore an archived plan?
You can restore an archived plan from the plan list or the plan page. Select the 'Archived Plans' quick filter, open the actions menu on the plan row, then select Restore.
Why do I not see the Archive or Restore action?
The Archive and Restore actions are available only to Owners whose admin role includes the permission to archive plans. Ask an Owner to update your admin role.
Why is a membership missing from my price adjustments?
A membership is left out of price adjustments when its plan is archived. Price adjustments include only memberships on plans that are not archived.
Do archived plans show in reports?
Archived plans still show in reports. Past invoices and memberships keep their link to the archived plan.