--- title: "Removing a Student Record: Delete Is No Longer Available" description: When you delete a student, all associated data (billing, payments, etc.) will be permanently removed from your CounselMore portal. This action cannot be undone. --- [Skip to content](https://helpdesk.counselmore.com/how-to-delete-a-student#main-content) English Show submenu for translations [![CounselMore College Planning Software Knowledge Base](https://helpdesk.counselmore.com/hs-fs/hubfs/logos/CMLogo_CCS_wide_trans-w2000-1.gif?width=1116&height=125&name=CMLogo_CCS_wide_trans-w2000-1.gif)](https://helpdesk.counselmore.com/?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations Select below, or search by topic - There are no suggestions because the search field is empty. 1. [Knowledge Base : CounselMore Support](https://helpdesk.counselmore.com/?hsLang=en) 2. [CLIENT MANAGEMENT](https://helpdesk.counselmore.com/client-management?hsLang=en) 3. [Clients - Biographical Banners](https://helpdesk.counselmore.com/client-management?hsLang=en#clients-biographical-banners) # Removing a Student Record: Delete Is No Longer Available ## Change the Status of any record An archived record: - No longer counts as an Active (paid) student. - Closes the student and parent portals. - Keeps all of its data, and still appears in your reports. - Can be changed back to Active at any time. ### **Steps to Archive a Student** ◦ Go to the student’s record by clicking the pencil icon. ◦ Click **Change Record Status** button. ![changerecord](https://helpdesk.counselmore.com/hs-fs/hubfs/changerecord.png?width=670&height=313&name=changerecord.png) ◦ Change the **Status** to **Archive**. ![](https://helpdesk.counselmore.com/hs-fs/hubfs/image-png-Jan-09-2025-05-19-22-0136-AM.png?width=507&height=287&name=image-png-Jan-09-2025-05-19-22-0136-AM.png) ◦ The student’s portal will be **closed**, preventing further access. ◦ All their data will be retained in CounselMore and will be included in reports. ![](https://helpdesk.counselmore.com/hs-fs/hubfs/image-png-Jan-09-2025-05-20-11-6979-AM.png?width=532&height=421&name=image-png-Jan-09-2025-05-20-11-6979-AM.png) If needed, you can change the status back to active at any time and invite them again to restore their access. ### A record was created under the parent's name This usually happens when a parent books a Calendly or Acuity meeting and enters their own name and email in the first field. CounselMore treats the first email as the student and creates a new record for it. To clean it up: 1. Open the record that was created under the parent's name and click the **pencil icon**. 2. In **Student Information**, rename the record so it's easy to recognize later (for example, *"Jane Smith – parent booking, do not use"*). 3. Click **Change Record Status** and choose **Archived**. 4. Make sure the real student record has the correct student and parent emails in **Contacts**. To stop this from happening again, set up your booking form so the student's name and email come first. See [Calendly & Acuity - What Each Meeting Type Creates](https://helpdesk.counselmore.com/calendly-prospect-creation-options?hsLang=en).   ### Need to reuse an email address? An archived record keeps its student and parent email addresses. If you try to create a new record with one of those emails, you'll see a message that the email is already in use. Email **[support@counselmore.com](mailto:support@counselmore.com)** with the student's name and the email address you need freed up, and the team can clear it from the archived record so you can use it again. **Scenario Example:** A client accidentally added a student twice and was charged for the extra student: - **Receipt** shows the duplicate charge of $2.25. - The duplicate student was then archived. **What happens in the system:** - Billing in CounselMore is calculated **monthly** based on the active student count. - **Archiving a student does not generate an immediate refund**. - The system automatically credits the overcharge **in the next monthly billing cycle**, so the client’s balance is corrected retroactively. > ✅ In this example, the client will see a $2.25 credit applied during the next billing cycle. No manual action is needed. **Here are some related articles for you to review:** [Student Profile - Update Student Status, Inactive/Archive/Prospective](https://helpdesk.counselmore.com/bio-banners-update-student-status-inactive-archive-prospective?hsLang=en) [Active vs Prospect vs Archived student record status - In process flow](https://helpdesk.counselmore.com/archived-vs-prospect?hsLang=en) - [ACCOUNT SET UP](https://helpdesk.counselmore.com/account-set-up?hsLang=en#main-content) - [New Account - SELF GUIDED SET UP](https://helpdesk.counselmore.com/account-set-up?hsLang=en#new-account-self-guided-set-up) - [New Account - FREE LIVE TRAINING](https://helpdesk.counselmore.com/account-set-up?hsLang=en#new-account-free-live-training) - [New Account - MULTI LICENSE ACCOUNT SET UP](https://helpdesk.counselmore.com/account-set-up?hsLang=en#new-account-multi-license-account-set-up) - [New Account - COLLEGE SEARCH NAVIGATION](https://helpdesk.counselmore.com/account-set-up?hsLang=en#new-account-college-search-navigation) - 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