Over time your client directory fills up with customers you no longer work with: a contract that ended, a company that closed, a contact added by mistake. Truckscanner gives you two ways to tidy up — archiving (reversible, sets a client aside) and deleting (permanent, removes the client from the directory) — and it matters which one you pick.
The difference between archiving and deleting a client and when to use each; how to archive a client from the row or from the drawer; how to find archived clients with the «Show archived» toggle and how to restore them; how to delete a client through the confirmation dialog. You'll also find what happens to automatic notifications and why neither action touches the client's Truckscanner account. For the general map of the section see the Clients overview.
Archive or delete? Two different paths
They look similar but they serve different purposes:
- Archiving is like putting a record in a drawer. The client leaves the active directory but is not lost: it keeps its company data, its documents and its history, and you can restore it at any time with one click. Use archiving for clients who aren't operational today but might come back, or simply to declutter the list.
- Deleting removes the client from the directory permanently. It no longer appears anywhere, not even among the archived ones. Use deletion only for wrong records — a duplicate, a client added by mistake, test data.
Archiving is always reversible; deleting is not. If you aren't sure that a client will never be useful again, archive it: it costs nothing and you can find it whenever you want. Keep deletion for the records that should never have existed.
Before you start
- To archive and restore a client you need the ADMIN or OPERATOR role. Users with the
READONLYrole can see the actions but cannot run them. - To delete a client you need the ADMIN role. It's a more sensitive action and therefore more restricted: neither
OPERATORnorREADONLYcan delete (see Common problems). - Open the Clients page from the side menu (URL
/company/{companyId}/trading-partners). The page is titled «Business partners».
1. Archive a client
Find the row of the client to archive in the table — if the directory is long, use the «Search by name or VAT…» field at the top.
Hover over the client's row: at the end, in the last column, three icons appear. From the left: the pencil «Edit», the box «Archive», the bin «Delete». Click the middle, box-shaped icon — hovering over it shows the «Archive» tooltip.
There is no confirmation dialog: archiving is immediate. A green toast appears at the top right with the message «Client archived» and the row disappears from the list right away, because the table shows only active clients by default.
Alternatively, click the client's row to open the detail drawer: at the bottom, among the buttons, you'll find «ARCHIVE». It does exactly the same thing as the row icon. The «Archive» icon in the row works only for active clients: for an already-archived client it is greyed out and not clickable — to bring it back you use the drawer (see the next step).
2. Find and restore an archived client
An archived client isn't lost, it's just hidden. To see it again, turn on the «Show archived» toggle next to the search field.
With the toggle on, the table also includes archived clients, recognisable by the grey «Archived» badge in the «Status» column (active clients have the green «Active» badge instead). A «Show archived» chip also appears among the active filters: to go back to seeing only active clients, turn off the toggle or remove the chip.
To bring a client back among the active ones, click its row to open the detail drawer. At the bottom you'll find three buttons: click the middle one, «RESTORE».
A «Client restored» toast appears: the client becomes active again, the badge turns green «Active» and the record is once more identical to how it was before archiving — contact, address, notes, documents and history are all in place.
3. Delete a client
Deleting is the permanent action. You choose it only when a record simply shouldn't exist.
As with archiving, you have two paths:
- From the row: hover over the row and click the bin «Delete» icon (the third one, on the right).
- From the drawer: open the client's detail drawer and click the red «DELETE» button at the bottom.
In both cases a confirmation dialog opens, because deletion cannot be undone:
The dialog is titled «Delete client» and asks: «Are you sure you want to delete client Logistica Nord S.r.l.? This action cannot be undone.» (the name of the client you're deleting appears in place of «Logistica Nord S.r.l.»).
- «CANCEL» closes the dialog without doing anything.
- «DELETE», the red button, confirms. A «Client "Logistica Nord S.r.l." deleted» toast appears and the client disappears from the directory — you no longer see it, not even by turning on «Show archived».
A deleted client cannot be recovered from the interface: no bin, no «restore». The only way to get it back into the directory is to re-add it from scratch with the same VAT number through the Add a client procedure. For exactly this reason, if there's even a chance the client may be useful again, archive it instead of deleting it.
What happens next
Archiving and deleting are operations internal to your forwarder directory. Here is what changes, and what does not.
Automatic notifications stop. When a client is archived or deleted, Truckscanner stops sending it the operational notifications for loads (pickup confirmed, in transit, delivered, problem) — even for loads already in progress where it appears as sender or consignee. This is the intended behaviour: a client you've set aside should no longer receive automatic communications.
It drops out of the new-load search. An archived or deleted client no longer appears in the autocomplete when you create a new load: you won't accidentally select a customer you no longer work with. Archived clients you need again must be restored first (step 2).
Archiving or deleting a client acts only on your directory record. If the client is registered on Truckscanner (the «Registered» badge), their account stays fully functional: they keep signing in and seeing their profile and shipments exactly as before. They receive no email or notification about being archived or deleted, and the collaboration on the platform is not closed. You are tidying up your directory, not deactivating the client.
The loads already created with that client as sender or consignee stay as they are: archiving or deleting the directory record does not rewrite the history of past loads.
Common problems
See also
- Clients overview — the full map of the section: table, filters, detail drawer, row actions.
- Add and invite a client — add a new client, including to re-add one deleted by mistake.
- Edit a client's details — update company name, address, contact and notes of a client in the directory.
- For forwarders — overview