How to Archive a Device in Your Gaming Club
How to Archive a Device in Your Gaming Club
Section titled “How to Archive a Device in Your Gaming Club”When a PC goes in for repairs, a station is taken down for reconfiguration, or you need to reduce the active seat count for a slow season — IZI CRM lets you handle all of this without deleting anything. Archive the device: it disappears from the active hall list and the scheduler, but every session record and revenue figure stays intact. When the hardware is ready to return, a single click restores it in seconds. IZI tracks two states for every device: Active and Archived. Switching between them never touches underlying data — analytics, payment history, and sessions remain linked to the device regardless of its current status. Archiving and restoring require specific permissions: DeviceDelete for archiving and DeviceRestore for restoring, both configurable through role management.
Why archive a device instead of ignoring it
Section titled “Why archive a device instead of ignoring it”The archive solves a concrete operational problem: taking hardware out of rotation without losing data and without creating noise in reports.
Common scenarios:
- A PC is sent out for repair or scheduled maintenance for several days
- A station is temporarily dismantled for a hall rearrangement
- Seasonal reduction of active seats during a low-traffic period
- A console or VR station is decommissioned while waiting for replacement hardware
- Equipment is moved to another location in the network, but historical data should remain tied to the original club
If you simply stop starting sessions on a device without archiving it, the device still shows up in the hall as available — staff can accidentally open a session on it. Archiving explicitly removes it from circulation.
How to archive a device
Section titled “How to archive a device”Step 1. Open the Devices section
Section titled “Step 1. Open the Devices section”In the CRM sidebar, navigate to the relevant club, then open the device management section. You will see a list of all active devices with columns for name, zone, type, and client version.
Step 2. Find the device
Section titled “Step 2. Find the device”Use the search bar (“Search devices…”) or filter by zone and device type. If the club has many devices, the zone filter narrows the list to the relevant segment of the hall immediately.
Step 3. Archive the device
Section titled “Step 3. Archive the device”Hover over the device row — an action context menu appears. Click the archive icon. IZI moves the device to Archived status (displayed as archived in the interface). The device disappears from the active list instantly and can no longer accept new sessions.
A brief notification confirms the operation in the UI.
How to view the archive and restore a device
Section titled “How to view the archive and restore a device”Switch to archive view
Section titled “Switch to archive view”In the top-right corner of the Devices section, click the archive icon button (“Show archive”). The list switches to archived devices. If no devices are archived, the system shows “Archive is empty.”
Restore the device
Section titled “Restore the device”Find the device in the archived list. A restore icon (RotateCcw) appears next to it. Click it — the device returns to Active status and reappears in the active hall list immediately.
After restoration the device is available for sessions right away. All previously saved data — session history, zone assignment, device name, Wake-on-LAN settings — remains untouched.
Return to the active list
Section titled “Return to the active list”Click the same toggle button (“Show active”) to switch the view back to the working devices list.
What is preserved when you archive a device
Section titled “What is preserved when you archive a device”| Data | Preserved? |
|---|---|
| Session history | Yes |
| Per-device revenue in analytics | Yes |
| Device name | Yes |
| Assigned zone | Yes |
| Device type (PC / Custom) | Yes |
| UUID and client version | Yes |
| Wake-on-LAN settings | Yes |
| Ability to start sessions | No (until restored) |
Device statuses in IZI
Section titled “Device statuses in IZI”The device detail view shows one of two values in the Status field:
- Active — the device is in service and available for sessions
- Archived — the device is out of rotation; sessions cannot be started
Switching between statuses happens through the same archive and restore buttons in the device list.
Permissions: who can archive devices
Section titled “Permissions: who can archive devices”Both operations require granular club-level permissions:
| Operation | Required permission |
|---|---|
| Archive a device | DeviceDelete |
| Restore from archive | DeviceRestore |
| View the archive | Basic device access |
By default both permissions are included in the Administrator role. If a staff member needs to take equipment out of rotation, add the relevant permission to their role through permission management.
Archive vs. deletion
Section titled “Archive vs. deletion”IZI does not support permanent, irreversible deletion of devices. Archiving is a soft delete: the record is fully preserved in the system — only the status and visibility flag change. This is intentional, so that:
- historical analytics does not break when hardware is decommissioned
- a device can be brought back at any time without manual data restoration
- network-wide equipment reports remain accurate
If you want to move a device to a different club or replace hardware entirely, see the guide How to Replace a Device in a Club.
Frequently asked questions
Section titled “Frequently asked questions”Can you archive a device while a session is running on it? Not recommended. Finish the active session before archiving so that the session record saves correctly.
How many devices can be in the archive at once? There is no limit. Archived devices do not count against license limits — only active devices are counted.
Does an archived device still appear in analytics for past periods? Yes. In reports covering periods when the device was active, it continues to appear with real data. Archiving does not hide historical records.
What if I added a new device to replace an old one — should I archive the old one? Yes, that is the correct workflow: first add the new device, then archive the old one. This keeps each device’s session history separate and accurate.
Frequently asked questions
What happens to a device when it is archived?
The device moves to the 'Archived' status and disappears from the active hall list. No session can be started on it, but the full session history and statistics are preserved. Nothing is permanently deleted — you can restore the device at any time.
Is session history lost when a device is archived?
No. Session history, revenue, and per-device statistics remain in the system. Analytics continues to reflect past data even while the device sits in the archive.
Can I start a session on an archived device?
No. While a device is archived it does not appear in the hall view and cannot accept sessions. To resume use, restore the device from the archive first.
How do I restore a device from the archive?
Open CRM → Devices section → click the Archive button in the top-right corner. Find the device and click the restore icon next to it. The device returns to the active list immediately.
What is the difference between archiving and deleting a device?
Archiving is reversible: the device is hidden from the hall but no data is removed. IZI does not support permanent deletion — you can always bring a device back from the archive.
Are special permissions required to archive a device?
Yes. Archiving requires the DeviceDelete permission; restoring requires DeviceRestore. Both are granted to the Administrator role by default. Permission settings are managed through the Roles section.