Edit, Archive and Delete a Client

This article explains how to edit, archive, and delete client records in Provet Cloud. It also clarifies the difference between archiving and deleting client data and describes how to unarchive a client. You may require specific permissions to perform these actions.

Edit Client Information

On the client page, select the pen button next to the Client details section title. You can also edit many of the fields directly by selecting the field to enter editing mode. For more information about client details, see Create a New Client.

Overview: Archiving Versus Deleting Clients

Archiving a client makes their record inactive, but all associated data, including patient information, remains restorable. This is the standard method for managing clients you no longer actively work with, especially when legal obligations require you to retain their data for a specified period.

Deleting a client permanently removes their record and all associated data from the system, making it irretrievable. Only perform this action if you are certain the client's information is not needed for future reference or legal compliance.

Archive a Client

Follow these steps to archive a client:

Navigate to the client page.
Select the pen button next to the Client details section.
Tick the Archived checkbox in the bottom right-hand corner.
Select Save in the bottom left-hand corner.

All patients connected to the client will be archived along with the client.

Unarchive a Client

To restore an archived client:

Go to Records > Clients & Patients.
Select the Archive filter button on the right-hand side, under the search field.
Search for the client using the search field or extended search. The results will appear under the filters.
Go to the client page (Click on the Clients name).
In the Client details section, untick the Archived checkbox.
Select Save.

If the client had patient(s) that were archived with the client, you also need to unarchive them:

Go to the patient section on the client page.
Select the Archived filter button to find the archived patients.
Select the pen button for the patient.
Untick the Archived checkbox.
Select Save.

Delete a Client

Depending on the organisation settings, you may only be able to delete a client when editing the client in the client's home clinic location. You also need to have adequate user permissions (Delete client > Write) to perform this action. Before proceeding with the deletion, ensure that there are no legal obligations under your local laws to keep the client's information.

Note

When deleting a client, all of the client’s data is permanently deleted, including the data of any connected patients. If you need to keep patient data, archive the patients or transfer them to another client beforehand.

On the client page, select the pen button next to the Client details section title.
Select Delete client in the bottom left corner of the page.
On the Delete client page, select the Confirm deletion checkbox and then select Delete.

Note that a Consultation data retention period and/or an Invoice data retention period may have been set in the organisation settings to prevent accidental data loss. In this case, you cannot delete the client until the retention period has passed for the client's data.