Archiving Question Sets and Templates

Overview

In addition to archiving individual 1-to-1s, you can archive question sets and 1-to-1 templates that are no longer in active use. Archiving these keeps your lists clean while preserving them for historical reference and reporting.

This article covers how to archive and restore question sets and templates, and explains the impact on existing 1-to-1s.

Functionality Breakdown

Archiving Question Sets

When you archive a question set:

• It's hidden from the active question sets list

• It remains available for reporting on past responses

• It can still be viewed in templates that already use it

• New templates cannot add the archived question set

• It can be unarchived at any time

Archiving 1-to-1 Templates

When you archive a template:

• It's hidden from the templates list

• No new 1-to-1s can be issued from it

• Existing cycles using the template continue to work

• Already-issued 1-to-1s remain accessible

• It can be unarchived to resume use

Archiving Question Sets

Why Archive a Question Set?

• You've created a new, improved version

• The questions are no longer relevant

• You want to reduce clutter in your question set library

• The question set was created for a time-limited initiative

How to Archive a Question Set

1. Navigate to My Development → 1-to-1s in the sidebar

2. Open the Manage dropdown and select the questions tab, named after your 1-to-1s (by default 1-to-1 questions)

3. Find the question set you want to archive

4. Click the three dots menu

5. Select Archive

6. Confirm the action

The question set will be moved to the archived state.

Finding Archived Question Sets

1. Navigate to My Development → 1-to-1s in the sidebar

2. Open the Manage dropdown and select the questions tab, named after your 1-to-1s (by default 1-to-1 questions)

3. Use the filter to show Archived question sets

4. View or restore as needed

Unarchiving a Question Set

1. Find the archived question set (using the archived filter)

2. Click the three dots menu

3. Select Unarchive

The question set returns to active status and can be added to templates again.

Archiving 1-to-1 Templates

Why Archive a Template?

• The check-in programme has ended

• You've replaced it with a new template

• It was created for a specific event or time period

• You want to prevent new cycles being created from it

How to Archive a Template

1. Navigate to My Development → 1-to-1s in the sidebar

2. Open the Manage dropdown and select the templates tab, named after your 1-to-1s (by default 1-to-1 templates)

3. Find the template you want to archive

4. Click the three dots menu

5. Select Archive

6. Confirm the action

What Happens to Existing Cycles?

⚠️ Note: Archiving a template doesn't automatically stop or archive its cycles. Cycles must be deactivated separately if you want to stop them.

Finding Archived Templates

1. Navigate to My Development → 1-to-1s in the sidebar

2. Open the Manage dropdown and select the templates tab, named after your 1-to-1s (by default 1-to-1 templates)

3. Use the filter to show Archived templates

4. View or restore as needed

Unarchiving a Template

1. Find the archived template (using the archived filter)

2. Click the three dots menu

3. Select Unarchive

The template returns to active status and can be used for new cycles.

Pre-requisites

To archive question sets and templates:

• You must have appropriate role permissions

• The item must exist in your company

Role Requirements

Quick Start Guide

Cleaning Up Old Question Sets

1. Open the questions tab under the Manage dropdown

2. Sort by date to find older question sets

3. Review which are still in use (check the "Used in" column or templates list)

4. Archive question sets no longer needed for new templates

5. Keep question sets that are still actively used

Retiring a Check-in Programme

To fully retire a 1-to-1 programme:

1. Deactivate the cycle(s) first (from the Assigned cycles tab under the Manage dropdown)

2. Wait for any in-progress 1-to-1s to complete

3. Archive the template to prevent new cycles

4. Optionally archive the question set if no other templates use it

💡 Tip: Complete this in order—deactivate cycles before archiving the template to ensure a clean shutdown.

Archiving vs Deleting

⚠️ Warning: Deletion is permanent and cannot be undone. Always prefer archiving unless you're certain the data is no longer needed.

FAQs

Q: If I archive a question set, can existing 1-to-1s still display the questions?
Yes—1-to-1s that already include the question set will continue to work normally. Only new templates cannot add the archived question set.

Q: Will archiving a template stop its cycles?
No—archiving a template doesn't affect running cycles. You need to deactivate cycles separately from the Assigned cycles tab under the Manage dropdown.

Q: Can I archive a question set that's used in active templates?
Yes—but those templates will continue to use it. The archive status just prevents adding it to new templates.

Q: How do I know if a question set is being used?
Check the question set details or look at which templates reference it. You can also check for active cycles using templates with that question set.

Q: Can I archive and then duplicate a template?
Yes—you can duplicate archived templates. The duplicate will be created in an active (non-archived) state.

Q: What happens to reports when I archive a question set?
Reports remain available. Archived question sets preserve all historical response data.

Troubleshooting