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Bulk Archiving Athletes by Graduation Year

This will review how to bulk arch patients by graduation year.

Niki Budd
Updated by Niki Budd

Bulk Archiving Patients by Graduation Year- 2.0

At the end of a school year, you're going to want to archive all of the seniors who have just graduated. If you've entered the graduation year in the patient's profiles, then this process is quick and easy. Remember that archiving these patients doesn't delete their information but simply removes them from your active patient list.
As another note to remember, bulk archiving patients will also delete associated permissions/access for parents/guardians.
Please Note: Terminology is different based on your setting. For example; a setting may use Organization as Location, Patient instead of Athlete, Encounters instead of Treatment, or Problems instead of Injuries - but the steps are still the same.
Video Tutorial

00:00: Hi this is Maggie from healthy roster and in this video I'm going to show you how to bulk archive athletes by their graduation year 00:08: Start by clicking the organizations tab on your left hand navigation 00:13: Select your organization that your archiving from 00:18: You will see some filtering options above your athlete list select graduation 00:26: Now select your garage year 00:29: Once you've isolated your graduation year you will then only see the athlete profiles that exist for that grad year 00:38: Your next step will be to click the add button towards the right 00:44: Within this add button there are three other action steps you can do you will want to select archive patients 00:53: Read through the confirmation pop-up that you'll see and it will give you the number of patients that you are about to Archive 01:03: Once you have confirmed that you are ready to Archive click ok 01:07: And now you know how to bulk archive by graduation year if you have any questions or need to reach our support team please reach us at help at healthyroster.com

Step-By-Step Tutorial
  1. Navigate to the organization page that you wish to archive patients within
    You cannot archive patients by starting with the Patients tab because our software needs to know which organization to archive the patients from.
  2. Select the Graduation below the organizations search bar
  1. Select the graduation year you need to archive
  2. Click on the Add New drop down and select Archive
  3. Select if you'd like to delete pending invitations
  1. Click OK to confirm the archive

Bulk Archiving Athletes by Graduation Year - Legacy

At the end of a school year, you're going to want to archive all of the seniors who have just graduated. If you've entered the graduation year in the player's profiles, then this process is quick and easy. Remember that archiving these athletes / patients doesn't delete their information but simply removes them from your active athlete list.
As another note to remember, bulk archiving athletes will also delete associated permissions/access for parents/guardians.
Video Tutorial
Step-By-Step Tutorial
  1. Start by clicking Organizations in the left navigation bar and then selecting the organization you would like to archive athletes from. You cannot archive athletes by starting with the Athletes tab because our software needs to know which organization to archive the athletes from.
  2. Click on Athletes.
  3. On the right side above the athlete list, you'll see an Advanced button; click on that.
  4. You'll now see Graduation Year with a drop-down menu to select the desired graduation year. Select the graduation year for the athletes that you want to archive.
  5. On the right side, you'll find a Bulk Archive button; click on that.
  6. A pop-up box will show up confirming that you want to archive those athletes, click on Yes.
  7. Those athletes will now be archived in the system. Their data will still be stored, but you'll no longer see them in your athlete's list.

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