Archive a resource safely

Use this when a staff member, room, vehicle, or inventory item should no longer be available for new events. KORONA Event checks where the resource is assigned before it lets you archive it.

Before you start

Decide whether the resource is leaving permanently or is only unavailable for a period.

Archive the resource when it should no longer be selected for new events.
Use resource unavailability when the resource will return after leave, maintenance, or private use.
Arrange a replacement before archiving when future events still need the person or item.

Review the archive impact

In the back office, open Resources > Staff or Resources > Inventory.
Open the resource, or select Archive from its row action. You can also select several resources and use the bulk archive action.
Wait for the archive review to finish loading.
Review the affected event templates, future events, and open resource inquiries listed in the dialog.

For a bulk archive, each event template and event identifies the selected resources it uses. Open-inquiry warnings link to the affected Staff or Inventory record, where you can review the inquiries before continuing.

The review separates dependencies that stop the archive from dependencies that need follow-up:

Impact	What it means	What to do
Published or scheduled event template with a required direct assignment	Archiving could make a currently offered or scheduled time unavailable.	Open the linked event template and replace or remove the individual assignment before archiving.
Draft or optional event-template assignment	The template still refers to this individual resource, but it does not block the archive.	Update the template if it will be published or reused.
Future event allocation	The allocation remains on the event after archiving.	Keep it only when the resource will still fulfil the event; otherwise assign a replacement.
Open resource inquiry	The inquiry remains open after archiving and may still need a response.	Cancel or update the inquiry, or tell the recipient that the resource is no longer available.

Resolve a blocked archive

When the dialog says the resource cannot be archived:

Open each linked published or scheduled event template.
Open Required resources.
Find the requirement that names the individual resource.
Select a replacement resource, change the requirement to use an appropriate role, function, or property, or remove the requirement when it is no longer needed.
Save the event template.
Return to the resource and select Archive again.

Do not remove a required resource only to make the warning disappear. Confirm that the replacement setup provides the capacity and availability the event needs.

Archive the resource

If no published or scheduled required assignment blocks the action, review any remaining warnings and select Archive. For a bulk action, KORONA Event does not archive part of the selection when one selected resource is blocked.

Expected result

The resource moves to the archived Staff or Inventory list and is excluded from new resource matching. Published and scheduled event templates with required individual assignments remain protected, while existing future allocations and open inquiries remain available for operational follow-up.

Troubleshooting

Problem	What to check
Archive is disabled	Open every linked published or scheduled event template and replace or remove the required individual assignment.
An event template shows an archived-resource warning	Restore the resource if it was archived by mistake, or edit Required resources and select an active replacement.
A future event still lists the archived resource	Existing allocations are preserved. Open the event and assign the resource that will fulfil it.
An open inquiry still refers to the archived resource	Existing inquiries are preserved. Cancel or update the inquiry, or contact its recipient.
The resource should only be unavailable temporarily	Restore it if necessary, then create an unavailability period instead of archiving it.