How to Archive or Delete Vouchers in Collar

This guide explains how to retire vouchers in Collar, including ones already set to Archived, and why vouchers can’t be permanently deleted.

Prerequisites

Super Admin, Admin or Support permissions (needed to see Operations)
Access to Operations > Discounts (the page is titled Discounts & Vouchers)

Overview: Can You Permanently Delete Vouchers?

The platform has no Delete option for vouchers. To retire a voucher, set its Status to Archived.

An archived voucher can no longer be used by clients. It stays in its discount’s voucher list, and its Usage tab still shows where it was used.
If an archived voucher was on a client’s membership, the voucher discount stops from their next membership invoice.
Only a whole discount can be deleted, and only if none of its vouchers has ever been used (see below).
You can’t select several vouchers and archive them together. Archive vouchers one at a time, or archive the whole discount (see below).

If you just want old vouchers out of use, archiving them, or confirming they’re already Archived, is all you need to do.

How to Archive a Single Voucher

Go to Operations > Discounts.
Click the discount that the voucher belongs to. Its voucher list opens.
Click the voucher row to open the Voucher window. You can use the search box to find a code.
On the Details tab, set Status to Archived. The options are Active and Archived.
Click Save.

Each row in the voucher list shows its Uses and its status: Active in the main colour, Archived in orange. There is no “Show Archived” filter. Archived vouchers stay in the list, so you can still find and review them.

How to Archive Many Vouchers at Once

You can’t select several voucher rows and archive them together. Use one of these options instead.

Option A — Archive the whole discount

If every voucher under a discount should be retired:

On Operations > Discounts, click the ⋮ button on the discount’s row. You can also open the discount and click the pencil (Edit) button at the top of its voucher list.
In the Discount window, set Status to Archived.
Click Save.

When you save a discount as Archived, all of its vouchers are set to Archived too.

Note:

Setting the discount back to Active later does not reactivate its vouchers. You need to reactivate each voucher you want to use again.
You can’t add new vouchers to an archived discount.

Option B — Archive vouchers one by one

If only some codes under a discount should be retired, follow the single-voucher steps above.

Option C — Ask Collar support for help

If you have a very large number of vouchers to retire and need help, email [email protected]. Include:

Your branch name
The discount names
Whether you only need the vouchers archived or need a bigger clean-up

How to Delete an Unused Discount

You can delete a discount only if none of its vouchers has been used (every voucher shows Uses: 0):

Click the ⋮ button on the discount’s row to open the Discount window.
Click Delete. This button only appears when none of the discount’s vouchers has been used.

Warning:

Delete removes the discount and all of its vouchers straight away. There is no confirmation step, and it can’t be undone.
If any voucher under the discount has been used, you can’t delete it. Archive the discount instead.

Important Notes, Tips & Warnings

Note: Archiving is the way to take vouchers out of use. Leave archived vouchers in place so their usage history stays available.

Note: To bring back an archived voucher, open it, set Status to Active and click Save.

Note: Whether a client can use a voucher depends only on the voucher’s own status. A voucher set back to Active can be used even if its discount is still Archived.

Warning: The voucher list has no ⋮ menu with an Archive option. Open the voucher and change its Status.

Warning: Uses only counts bookings and orders, not membership invoices. Before deleting a discount, check that none of its vouchers is on a client’s membership.

Tip: When creating vouchers for a promotion, set the Period dates, or turn on Enable Expiry of Voucher under Expiry Rules, so old codes stop working without a manual clean-up.

Troubleshooting

Issue: You want to delete vouchers that are already Archived. Resolution: This is expected: vouchers can’t be deleted in the platform. Leave them archived, or contact support if you need a special clean-up.

Issue: You can’t find a “Show Archived” filter for vouchers. Resolution: This is expected. Archived vouchers stay in the discount’s voucher list and show Archived in orange. Use the search box to find a specific code.

Issue: There’s no Delete button on a discount. Resolution: At least one of its vouchers has been used. Archive the discount instead.

Issue: Delete appears, but deleting fails with “Some discounts are used, you can archive them instead”. Resolution: A voucher was used on a booking that was later cancelled. If a voucher has Refund Canceled Orders set to Yes, cancelled bookings don’t count towards its Uses, but they still stop the discount being deleted. Archive the discount instead.

Issue: Clients can still use a voucher you meant to retire. Resolution: Open the voucher and check that its Status is Archived. Also check whether the client is using a different code under the same discount that is still Active.

Issue: You set a discount back to Active, but its vouchers still show Archived. Resolution: This is expected. Open each voucher you want to use again, set Status to Active and click Save.