Archive a Bot, Delete a Workspace
A bot is archived, and an archive has no clock on it. A workspace is deleted, which hides it, keeps it restorable and keeps it billed, because it is still stored. Nothing in either is destroyed until it is erased, which is a separate and irreversible step.
Removing one person's data on request works differently again and is covered on erase a contact.
Archive a Bot#
- Open your bot, then the Admin tab.
- Select Archive bot and confirm.
It stops answering straight away, on every channel. The chat disappears from the site it was installed on and comes back when you restore the bot, so the snippet can stay where it is. Any WhatsApp or Instagram number it answered goes quiet.
It also stops counting against your plan's bot limit immediately, so archiving one is how you make room for another without upgrading.
What Archiving Keeps#
Archiving destroys nothing. The bot keeps its leads, workflows, knowledge and analytics, and its channel connections stay linked, so restoring it does not mean reconnecting anything. There is no deadline: an archived bot stays archived until you restore it or erase it.
Archiving does not pause the clock on the data that expires. Chatleadr still deletes an archived bot's conversations and uploaded files when your windows for them end, the same as a live bot's, and still keeps its leads. Set those windows under How long data is kept, on the Data & privacy tab of workspace settings.
A workspace whose payment lapses is suspended rather than archived, and its bots answer again once the payment is settled. See plans and billing.
Restore One#
- Open Workspace settings, then the Archived bots tab.
- Select Restore beside the bot.
It starts answering again straight away and takes its plan slot back, so a restore is refused if you have since filled that slot. It also brings back its knowledge entries, its workflows and its channel connections, and your plan has to have room for those as well. Archive another bot, switch some of them off, or upgrade, then restore.
Erase One for Good#
On the same tab, Erase destroys the bot's conversations, leads, uploaded files, avatar, workflows and knowledge. Opt-outs, usage records and the workspace's tag list stay, because they belong to the workspace. You have to type the bot's name to confirm, it cannot be undone, and a bot has to be archived first.
Delete a Workspace#
Owner only. Deleting hides the workspace and keeps it restorable.
- Open Workspace settings, then the Ownership tab.
- Under Delete this workspace, type the workspace name exactly.
- Select Delete workspace.
While It Is Deleted#
A bar appears at the top of every screen while a workspace is deleted, and the workspace is marked in the switcher. Its bots stop answering straight away, on every channel, and a workspace that pays for itself stays on your bill for the whole 30 days.
Restore this workspace on the same tab brings it back with nothing lost. It takes its place on your plan again, together with its bots and their channel connections, so a restore is refused if you have filled those places in the meantime. The refusal names what is in the way: archive a bot, disconnect a channel or delete another client workspace, then restore.
At the end of the 30 days the workspace is destroyed, and a subscription of its own is cancelled first. A renewal that falls inside those days is charged in full, an annual one included. A client workspace billed through another one has no subscription of its own, and deleting it changes nothing on the bill that pays for it.
Erase It for Good#
Erasing a workspace destroys it and everything in it, including the encryption key its files are stored under, so nothing left behind can be read. The dashboard has no control for it today: email support@chatleadr.com to have it run. A workspace does not have to be deleted first, and an erasure cannot be undone.
What Blocks It#
A workspace that pays for client workspaces cannot be deleted while they exist. The refusal names them. Transfer or delete each one first.
Close Your Chatleadr Account#
Closing your account removes your login and your access to every workspace, and the workspaces themselves stay. Open Your account from the account menu, then the Close account tab.
Transfer or delete every workspace you own first. A workspace with no owner has nobody who can pay for it, delete it or hand it to someone else, so the screen lists the ones in the way with a button to the tab that resolves each.
| Your sign-in | Removed. Signing up again with this address starts a new, empty account |
| Your access | Removed from every workspace you belong to. The workspaces stay where they are |
| Invitations you sent | Withdrawn. Anyone yet to accept needs a new invitation from a teammate |
| Your subscription | Cancelled on any workspace you still own. Time already paid for is not refunded |
| Your activity history | Entries you left in a workspace log stay, with your name taken off them |
A workspace you transferred to somebody else is the one case closing cannot settle. The transfer moved the workspace onto their bill and left your subscription running, so cancel it yourself: see cancel your own subscription afterwards.
The activity entries you leave behind are your colleagues' record of what happened in their workspace. See the activity log.
What Survives in Other Systems#
A lead already sent to ClickUp, to an email inbox or to another system you connected is held by that system and stays there. Remove it in each of them as well. See erase a contact.