Tenants move out and staff leave. This article covers what happens when you archive a contact, how to bring them back, and how to remove a tenant from a property without losing their history.
Archive a contact
Archive a contact when they no longer belong in your day-to-day list: a tenant who moved out, or a teammate who left. Archiving is not deleting. Their call history is kept. To archive someone, open the contact and click Archive Contact.
When you archive someone:
They are taken off every Call List. Doorkeep will not try to ring them. The confirmation message tells you which lists they were removed from.
They no longer appear on your property pages as a current tenant.
They move to the Archived filter on the Contacts page.
Check your Call List after archiving a teammate
If you archive the only person on a Call List, that list is left empty, and an urgent call has nobody to reach. After archiving a teammate, open your Call Lists, confirm someone else is on each one, and make a test call. See Make test calls before you go live.
If you see a person on a Call List marked Archived, they will not ring. Remove them from the list and add someone who can take the call.
Reactivate an archived contact
Go to Contacts and choose the Archived filter.
Find the contact and click Reactivate.
If they should take calls again, add them back to the right Call List.
Reactivating does not put someone back on a Call List. This is deliberate: a person who has been away should not start receiving urgent calls without you choosing that. Add them back yourself, then make a test call.
Add a tenant whose number belongs to an archived contact
When you add a tenant to a property, Doorkeep checks whether the phone number already belongs to someone. If it belongs to an archived contact, you will see a note saying so, with a link to your archived contacts.
Reactivate that contact first, then add them to the property. A returning tenant keeps their call history in one place instead of becoming a duplicate.
Remove a tenant from a property
Open the contact.
Find the property in their list and choose Remove Property.
This removes them from the property and from their unit there, so the unit shows as vacant again. Units they have at your other properties are not affected. Your assistant stops linking that caller to the unit within a few minutes.
To add, delete, or renumber units, see Add, rename, and delete units.
Permanently delete a contact
Archiving is the right choice almost every time. If you are the account owner and need a contact gone for good, open the contact and click Permanently Delete in the Danger Zone at the bottom of the page.
It cannot be undone.
It takes the contact off every Call List, then deletes the contact, their links to properties and units, their conversations, and their activity records. Your properties and units themselves are not deleted.
Past calls stay in your call log, no longer linked to that contact.
If other records still depend on the contact, Doorkeep won't delete it and asks you to archive it instead.
Find contacts on a long list
The Contacts page shows 50 contacts at a time. Use the page links at the bottom to see more. Your search, filter, and sort stay in place as you move between pages.
The sort you choose applies to search results and to the Archived filter too.
The Last Call column shows the most recent call with that contact.