Hiding & archiving resources
Temporarily switch a resource off, hide it from the public page, or archive it.
You rarely want to delete a resource. Usually you want it out of play — for today, for a month, or for good. Mountify gives you three separate levers, and they do three different things. Picking the wrong one is the single most common cause of the hardest bug in the system to diagnose: the admin shows plenty of free times and customers see nothing.
This article covers what each lever does, which are reversible, which aren’t, and how to choose.
1. The three levers at a glance
| Lever | Where it is | Customer sees it | You see it | Counts against the plan | Reversible |
|---|---|---|---|---|---|
| Active · available for booking (off) | kind list + editor | no | yes | no | yes, one click |
| Hidden from customers | editor only | no | yes | yes | yes |
| Archive | editor (and Delete in the list) | no | no | no | in practice, no — see §7 |
Note the “counts against the plan” column. Inactive frees a bookable spot; Hidden does not. If you’re at your plan’s ceiling, hiding won’t help you.
2. Where they live
The Active toggle appears in two places:
- At the bottom of every card in the kind list — Catalog →
. The label next to it flips between Active and Inactive. - In the table view of the same list — the Active column.
The other two live in the resource editor, in the Visibility section — “Control resource availability without deleting it.”
- Catalog →
. - Click the pencil on the row (or open the resource, then Edit profile).
- In the section rail, open Visibility.
3. “Active · available for booking” — the everyday lever
Its hint reads: “Inactive resources are created but not selectable in public booking and don’t count toward your plan’s bookable-spots limit.”
Use it for:
- a resource out of service for an open-ended stretch — repairs, a breakdown, a long pause;
- a resource you’re still preparing — created but not launched;
- freeing a plan spot when you’re at the ceiling.
What it does:
- the resource disappears from public booking;
- the system stops auto-assigning it;
- it stays visible in the schedule and in admin forms;
- it frees one (or several) bookable spots on your plan.
For sick days, holidays or a one-off break, don’t use this toggle. Use time off in the person’s schedule — it’s date-based, so you never have to remember to switch anything back on. See A staff member’s schedule.
When switching it back on is refused
If your plan is at its ceiling, the toggle on an inactive resource is greyed out. Hovering it shows: “You’ve reached your plan’s bookable-spots limit. Deactivate another resource or upgrade your plan to activate this one.” plus an Upgrade plan link.
If you try it from the editor instead, the save goes through but the resource stays inactive and you get Bookable-spots limit reached with the text “Your changes were saved, but the resource stayed inactive because your plan is at its bookable-spots limit. Upgrade your plan to activate it.”
Full details: Your plan’s bookable-spots limit.
4. “Hidden from customers” — the most underrated lever
Its hint: “Customers won’t see this resource in public booking, but admins and the schedule still use it.”
This is exactly the right lever when:
- you keep a spare room for overflow;
- you have a trainee you book by hand but don’t want to advertise;
- you have a device for internal use only;
- the owner works “by arrangement only”.
The live preview grows a banner: “Hidden from public booking. Participates in admin views and schedule.”
Careful — this is the trap. A hidden resource still occupies a plan spot and still shows free times in the admin. Hide the only stylist for a service and you’ll see a perfectly open schedule while the customer sees “no available times”. Nothing tells you directly; you have to think to look here.
5. “Archive” — the final lever
The third toggle is Archive, hinted as “Archived resources can’t receive new bookings, but historical bookings and reports still see them.”
Switching it on raises a confirmation:
- title Archive this resource?
- body “It will stop accepting new bookings and disappear from public booking. History and reports are kept. You can restore it anytime.”
- button Archive
After confirming, an amber banner appears in the section: “Archived on
Archiving only takes effect when you press Save changes — it’s sent separately from the other fields.
What archiving does:
- the resource disappears from lists, the schedule, the new-booking pickers and the public page;
- old bookings keep its name — reports and history don’t change;
- it frees the plan spot.
6. The hidden fourth action: “Delete” doesn’t delete
Every row in the kind list has a three-dot menu with Delete in it. The dialog asks “Delete
Despite the wording, this archives — it does not delete. The row stays in the database, old bookings stay intact, reports keep seeing it. It is exactly the same as the Archive toggle, only reached by a different route.
There is no way to permanently delete a resource from the interface. That’s deliberate: deleting would break your payment history and reports.
7. Reversibility — read this before archiving
The dialog promises “You can restore it anytime”, and technically that’s true: switch Archive off and the resource comes back.
The practical problem: archived resources appear in no admin list at all. The kind list, the catalog map and every dropdown show non-archived rows only. To restore one you have to open its edit page directly — which means you had to save the link beforehand.
Therefore:
Don’t archive if there’s any chance you’ll want it back. Switch Active · available for booking off instead — it stays visible in the list and comes back with one click. Archive only when you’re sure the resource is gone for good (a departed employee, a sold machine, a closed room).
If you’ve already archived and don’t have the link, contact support — the row is there, it’s just not reachable from the UI.
One more thing: restoring from archive re-checks the plan. If the resource was active before archiving and your plan is now at its ceiling, the restore is refused with Plan limit reached. Free a spot first.
8. The pre-save warning
If the resource has upcoming bookings and you archive, hide or narrow it, an amber banner appears above the form:
- “N upcoming bookings may be affected”
- “The changes you are making may affect upcoming bookings. Review them before saving.”
- a Show details button with the list and a reason for each
The reasons you may see:
| Reason | Meaning |
|---|---|
| ”Resource will be archived” | the booking stays, but the resource leaves play |
| ”Resource will be hidden from customers” | customers can no longer book with it |
| ”Offering is not in the new specializations” | you narrowed the Specializations section |
| ”Resource is moving to another location” | you changed Home location |
| ”Booking falls outside new working hours” | you shrank the schedule |
The banner does not block the save — it only warns. Existing bookings are never cancelled automatically: they stay on the schedule with this resource. Moving them is your call.
9. Which lever for which situation
| Situation | Lever |
|---|---|
| Stylist off sick for three days | time off in the schedule, not a toggle |
| Stylist on holiday for two weeks | time off in the schedule |
| Stylist leaving at the end of the month | now: drop them from the services’ allow-lists; later: Archive |
| Room under renovation for a month | Active off |
| Spare room used only for overflow | Hidden from customers |
| Trainee you only book by hand | Hidden from customers |
| Device for internal use | Hidden from customers |
| Machine you sold | Archive |
| You need a plan spot for a new hire | Active off on the least-used resource |
| One service shouldn’t be offered with one person | don’t touch visibility — use Specializations |
10. Troubleshooting
The admin shows free times, the customer doesn’t. The classic symptom. Check in this order:
- the only resource of the required kind is Hidden from customers;
- or it’s Inactive;
- or it’s Archived;
- or it’s outside the service’s Resources customers can pick list;
- or it’s outside its own Specializations.
The first three are visible in the resource’s Visibility section. Full diagnosis: Find out why a service shows no free times.
I switched Active off but the person is still on the schedule. By design — the schedule is an admin view. They’ll take no new bookings; existing ones stay.
I can’t switch Active back on. Your plan is at its ceiling. Turn another resource off, or upgrade — see Your plan’s bookable-spots limit.
I archived by mistake. If the editor is still open, or you have the link, switch Archive off and save. If you closed the page — see §7.
I “deleted” a resource and now I’m worried about my reports. Don’t be: that action archives. History and reports are untouched.
The resource is hidden, but the plan still says I’m full. Hiding doesn’t free a spot. Switch Active off instead.
What’s next
- Your plan’s bookable-spots limit — what each resource costs you.
- A staff member’s schedule — the right tool for holidays and sick days.
- Find out why a service shows no free times — step-by-step diagnosis.
- Resources: what gets booked — a tour of the screens.