Archiving accommodation

You can archive an accommodation that is not used anymore. This accommodation will then not be approachable anymore. You can only archive an accommodation when:

  • there are no future reservations on it;
  • there is no active agreement with the owner;
  • it is not being rented.

Archiving accommodation

1. Go to the accommodation you wish to archive;
2. Click on Archive

Archive

Cannot archive

In case the accommodation cannot be archived, the reason will be given. If this is for example an agreement with the owner, you can click on the blue link in order to change it, or click on To Accommodation to return to the show page of the accommodation.

Cannot archive

Cannot archive due to an active design

If there is an active design on the accommodation, it is not possible to archive the accommodation. You must therefore ensure that the last valid design of the accommodation is not available for rent. To remove the rental status of an accommodation design, you have to go through the following steps:

1. Go to the relevant accommodation;
2. Click on the Design tab;
3. Click on + New to add a new design;
4. At Active from, enter today's date or earlier;
5. Uncheck For rent;
6. Save the planned change;
7. Archive the accommodation.

Cannot archive due to an active agreement with an owner

When there is an active agreement with an owner of the accommodation, it is not possible to archive the accommodation. You must therefore ensure that the last valid accommodation agreement is not with an owner. To set up an empty owner's agreement, you must go through the following steps:

1. Go to the relevant accommodation;
2. Click the Owner tab;
3. Click on + New to add a new owner;
4. At Effective Date, enter today's date or earlier;
5. Enter a ledger account for the received rent;
6. At Owner, click on the cross at the end of the selection bar, this deselects the owner (the last active owner is entered here by default);
7. Save the new agreement;
8. Archive the accommodation.

Cannot archive due to an active reservation in the future

When there is an active reservation for the accommodation in the future, it is not possible to archive the accommodation. Therefore, you must make sure that the reservation(s) are either moved or canceled.

You can move a reservation through the planning board or by editing the reservation.

Cannot archive because there are unfinished tasks for the accommodation

When one or more tasks have been added to the accommodation, it is not possible to archive the accommodation. Therefore, you must make sure that these tasks are done before you can archive the accommodation.

When you want to archive the accommodation but there are unfinished tasks, they will be displayed in a list. You can open these tasks one at a time in a new tab (Windows: control + click | Apple: cmd + click) and either delete them or check them off as completed.

Undo archiving

It is not possible to undo an archiving action. Archiving means that the history of the accommodation is saved for statistics. The accommodation itself will not be saved. Therefore, it is not possible to retrieve the accommodation after archiving it.