As an admin you can archive any opportunity on the platform, not only the ones you lead. Archiving moves an opportunity out of the active list into the archived view while keeping the record - the closest thing to a soft delete.
When to archive
Archive an opportunity that shouldn't exist (created by mistake or a duplicate), normally before anything has been logged.
If the work happened and there are logged hours, Mark complete instead.
If it was planned but won't go ahead, Cancel it instead.
How to archive
Go to the Admin Panel and open the Opportunities listing.
Find the opportunity and, in the Actions column, click the three-dot menu.
Select Archive.
Confirm in the popup.
⚠️ Important: A confirmation popup helps prevent accidental archiving - take a moment to confirm you've selected the right opportunity.
What happens to applications
Pending and accepted applications are automatically declined.
Declined and withdrawn applications are unchanged.
What happens to logged hours
If the opportunity has logged hours, archiving removes those hours from your totals, so you'll see a warning before it goes through (for example: "This opportunity has 3 logged hours. Archiving will remove them from your totals. Continue?"). It isn't silent and isn't blocked. If real work happened, Mark complete is usually the right action instead.
What applicants see
Applicants whose applications were auto-declined will see their status change to Declined. They are not notified automatically, so the lead should inform them manually if needed.
Unarchiving
You can unarchive an opportunity to restore it to the active list. Declined applications stay declined and aren't brought back automatically.
What members see on an archived opportunity
If a member has a linked application or log, they see the opportunity in read-only mode with a banner explaining it's archived.
If they have no link to it, they see the standard "page doesn't exist" message.
What's next
💬 Need more help? Contact us anytime at support@goodsted.com.