When you set up a calendar in MuseRelay you create two things that change over time: resources (the people, rooms, equipment or virtual rooms that handle appointments) and appointment types (30-min consultation, 1-hour massage, online advice, etc.). Sometimes you need to pause them, delete them without losing history, or recover them months later. This guide explains how to do it safely.
The four possible states
Any resource or appointment type can be in one of these four states:
| State | Visible in the panel? | Available for new appointments? | Shown in the public widget? |
|---|---|---|---|
| Active 🟢 | Yes, in the normal list | Yes | Yes |
| Inactive ⚪ | Yes, in the normal list (grey circle) | No | No |
| Archived 📦 | Only in "Archived" | No | No |
| Restored ↩️ | Back to "Active" | Yes (recovery action) | Yes |
1. Activate or deactivate with one click
In the calendar's Resources and Appointment types tabs, the "Active" column shows a green circle (active) or a grey one (inactive). That circle is a clickable button:
- Click the circle.
- A confirmation window appears clearly explaining what will happen.
- Click "Deactivate" (or "Activate") → the state changes instantly.
When you want a temporary pause: a professional's holidays, a room under renovation, a service you don't offer during the summer. Appointments already booked with that resource/type stay as they are; it simply stops appearing as a bookable option for new appointments.
2. Delete (archive) without losing history
When you no longer plan to use a resource or type, you can delete it. But in MuseRelay "delete" works safely: the system archives it instead of destroying it.
What happens when you archive?
- It disappears from the normal list of resources/types.
- It disappears from the selectors when you create a new appointment.
- It disappears from the public booking widget.
- Past appointments still show the resource/type name correctly. No historical data is broken.
- Your billing, audit trail and any reports remain consistent.
When can't you archive?
There is only one condition that blocks deletion: the resource or type has pending or confirmed future appointments. In that case, the system will tell you and you'll have two options:
- Deactivate it (with the circle toggle) — it stops appearing for new bookings but the future ones are kept.
- Cancel or reassign those future appointments first, then archive.
How to archive, step by step
- Go to the calendar's Resources or Appointment types tab.
- Find the row of the resource/type you want to delete.
- Click the (red) trash icon.
- Read the confirmation window: it explains what will be archived and what happens to existing appointments.
- Click "Delete".
If the resource or type has pending/confirmed future appointments, you will see a notice instead of the archive. Cancel or reassign those appointments first.
3. View and restore archived items
Next to the "New" button on each tab you will see a grey button: "Archived".
- Click "Archived" → a modal opens with a table of everything archived.
- The table shows: color dot, name, type (or duration/price), email (if applicable) and archive date, most recent first.
- The last column of each row has a "Restore" button.
- Click "Restore" → confirm → the resource/type returns to the active list exactly as it was before archiving (same color, same settings, same time slots).
Visual summary of the lifecycle
These are all the actions available depending on the current state:
| If it is… | You can… | How |
|---|---|---|
| Active 🟢 | Deactivate | Click the green circle |
| Active 🟢 | Edit | Pencil button |
| Active 🟢 | Archive | Trash button (if it has no future appointments) |
| Inactive ⚪ | Activate | Click the grey circle |
| Inactive ⚪ | Archive | Trash button |
| Archived 📦 | Restore | "Archived" button → "Restore" |
Frequently asked questions
- Do I lose statistics if I archive a resource?
- No. Past appointments still count towards your reports and billing. The resource name keeps showing correctly in the history.
- What if I change my mind the next day?
- No problem. Click "Archived", find the resource and click "Restore". It will return to the active list with all its settings intact.
- Can I permanently delete something, with no way to restore it?
- Not from the customer panel. Archiving is safe precisely to prevent accidental losses. If for legal reasons (GDPR, right to erasure) you need a physical deletion, contact support.
- Can the AI agent see archived items?
- No. The AI agent only sees active resources and types. If you archive a resource, the bot stops offering it in its availability and booking tools.
- I have an appointment type with 50 past appointments. Can I archive it?
- Yes, as long as none of those 50 is a future one with pending or confirmed status. Completed, cancelled or no-show appointments don't block it.