Property portfolios change over time. A property may be sold, a room may no longer be let, or part of a portfolio may simply stop being relevant to future planning.

Until now, CLARIFYProperty did not have a good way to reflect that change. Keeping an old property active meant it continued to appear in places where you make new choices. Deleting it was often impossible — and, where important financial history was involved, would have been the wrong answer anyway.

Properties and rooms can now be archived instead.

A Tidier View Without Losing the Past

Archiving removes a property or room from the places where you assign new activity, helping current lists and choices stay focused on the portfolio you manage today.

Crucially, it does not erase the past.

Historic transactions, schedules and reporting remain connected to the archived property. When you look back at an earlier period, CLARIFYProperty can still show where the money belonged and explain the figures properly.

Archived properties are hidden from the main management list by default, but you can show them whenever you need to. They are also clearly labelled throughout the application, including in reporting, schedules and categorisation rules, so old information does not become ambiguous.

Archiving at the Right Time

In CLARIFYProperty, archiving means that a property is financially closed. That may not be the same day it is sold.

A sale can still be followed by a mortgage redemption, solicitor or estate-agent fees, final utility bills, repairs, insurance adjustments or other settlement transactions. In that situation, it is better to end rent and mortgage schedules on their actual end dates but leave the property active until those final transactions have arrived.

Once archived, the property cannot be selected for transactions dated on or after the archive date. Transactions dated before that date can still be categorised against it, even if they are imported later. This keeps genuine historical corrections possible without allowing new activity to drift into a closed property.

The archive confirmation explains this distinction before anything changes, so the effect is clear at the point it matters.

Keeping Forecasts Honest

Archiving also deals with future schedules rather than leaving projections running for a property that is no longer active.

Schedules that cross the archive date are brought to an end, while schedules that exist entirely in the future are removed. Earlier schedule history is retained. If a property contains rooms, archiving the property archives those too, ensuring there is no active room sitting beneath an archived property.

These changes are shown in the confirmation before you continue. Restoring a property later does not recreate schedules that were ended or removed, so there is no risk of old forecasts quietly starting again.

Calendar and performance views also understand the archive boundary. Archived properties with relevant activity remain visible for the period you are viewing, while those with nothing to show move into a separate collapsed section rather than simply disappearing. The result is a cleaner report without hiding the reason a property is absent.

Archive, Delete or Restore

Archive and Delete now serve two different purposes.

If a property or room has never been used and is safe to remove, it can still be deleted. If it has history that needs to be preserved, it can be archived. This makes it possible to clean up an unused item while treating a formerly active property with the care its records deserve.

An archived property or room can also be restored. Restoring a room will restore any parent needed to make it usable, and you can choose whether to restore its descendants as well. CLARIFYProperty checks the whole change against the limits of your plan before proceeding, so a group is never left half-restored.

Only active properties and rooms count towards those plan limits. Archived history is retained separately, which means closing one property makes room for the next without forcing you to give up the records from the old one.

Designed Around the Life of a Portfolio

The visible action is simple, but making archiving reliable required changes across property management, transaction categorisation, Smart Schedules, forecasts, reports, exports and subscription limits.

That breadth matters because archiving should not create gaps elsewhere. An old report should still make sense. A historic transaction should still be correctable. A forecast should not include income or costs that can no longer occur. And a closed property should not clutter the choices used for today’s work.

The result is a more natural way for CLARIFYProperty to follow a portfolio as it changes: active properties stay front and centre, archived properties keep their history, and both remain available in the places where they are genuinely useful.