This article covers the yearly chat reset process in Finalsite Chat, including how auto-created channels are handled by the rostering engine and how to archive manually created rooms one-by-one or in bulk.
💡Quick answers
- Does the chat reset happen automatically? No. Finalsite support manages the reset process. For rooms built from Academic Classes, support archives the classes in Group Manager, which triggers the associated chat rooms to archive on the next sync. Manually created rooms not tied to an Academic Class must be archived by admins.
- Which rooms need to be manually archived? Only manually created chat rooms not tied to an Academic Class, such as Athletics, PTA, or club groups. Rooms built from Academic Classes (whether SIS-integrated or manually created in Group Manager) are handled by Finalsite support.
- Where are rooms archived? In the CMS, navigate to Mobile Apps > Chat > Chats explorer. Select a room and click Archive chat room to archive individually, or use Archive selected chat rooms to archive multiple at once.
- Is archiving reversible? No. Archiving is permanent and cannot be undone. Once archived, a room no longer appears in the Chats explorer navigation.
- Why doesn't the Archive button appear for some rooms? Why doesn't the Archive button appear for some rooms? The Archive button only appears for manually created rooms not tied to an Academic Class. If it's missing, the room is likely associated with an Academic Class and will be handled by Finalsite support.
- When should manual archiving be done? At the end of the academic year, before new SIS groups are uploaded for the incoming year. Contact Finalsite support if assistance is needed.
- How and when are Academic Class groups archived in Group Manager? Academic Class groups are archived by Finalsite support as part of the End-of-Year Service. Clients with a SIS data integration should schedule this service. Support will archive existing classes and re-enable the integration for the new year.
- Can conversation history be cleared from a manually created room without archiving it? No, chat history is preserved as part of the room and cannot be cleared independently. Older messages naturally recede as new conversations continue, so returning members can pick up right where they left off. If a completely fresh start is needed, archive the existing room and create a new one with the same name and members.
In this article
- How chat rooms are reset at year-end
- Archiving manually-created chat rooms
- Preparing for a clean slate
How chat rooms are reset at year-end
The reset process depends on how the chat room was originally created.
Not sure how your rooms were created?
See "Create chat rooms in Finalsite Chat" specifically the Manual rooms vs dynamically synced rooms section to learn more about what room type your setup has before continuing on.
| Room type | What happens at year-end | Who handles it |
|---|---|---|
| Academic Class rooms: Classes and rosters were loaded into Group Manager automatically via a SIS data feed. | Finalsite support archives the Academic Class groups in Group Manager. The associated chat rooms archive on the next sync. The SIS integration is then re-enabled for the new year. | Finalsite support. Schedule an End-of-Year Service to get started. |
| Academic Class rooms: Classes were set up manually under the Academic Classes node in Group Manager, not via a SIS feed. | Archiving the Academic Class archives the associated chat room. The class and room must be recreated for the new year. See Create and manage academic class chat rooms dynamically. | Finalsite support |
|
Manually created chat rooms: Rooms created directly in the Chat interface, with no connection to a class in Group Manager. |
These rooms are not tied to any Academic Class and are not reset automatically. Admins must archive them manually in Chats explorer. | District and school administrators |
Archiving manually-created chat rooms
For manually created chat rooms not tied to an Academic Class, such as Athletics, PTA, or special groups, navigate to Chats explorer to archive rooms at the end of the academic year.
⚠️ Important Note
- Archiving is permanent and cannot be undone.
- Only manually created rooms (such as Athletics, PTA, or club groups) need to be archived by admins.
- SIS-rostered rooms are reset automatically by Finalsite support during year-end procedures.
- Chat history cannot be cleared without archiving the room. To start the new year with a clean slate, archive the room and recreate it.
Here's how to archive manually-created chat rooms:
Archive one-by-one
An archive button appears for each manually created chat room, allowing rooms to be archived individually.
- Click in left navigation to open up the chat room you'd like to archive.
- Click the Archive chat room button that appears in the top right.
- A confirmation window will appear noting that this action is permanent and cannot be undone.
- The archived chat room will no longer appear in the left navigation list of all chats.
Important Note
If the Archive chat room button does not appear, it could be that the room was not manually-created.
Archive in bulk
A convenient bulk archive option lets you select and archive multiple manually created chat rooms at once.
- Locate the Archive selected chat rooms button in the top right corner. Click to open a new window.
- Check the box next to any chat rooms you'd like to archive in bulk.
- Confirm that you understand that this action is permanent and cannot be undone.
- The chat room will no longer appear in left navigation
Important Note
If the Archive chat room button does not appear, it could be that the room was not manually-created.
Preparing for a clean slate
These archiving options ensure that your chat system remains organized and ready for the next academic term. Whether the process happens automatically through the rostering engine or manually through CMS and chat interface tools, your system is built to provide a seamless reset with minimal effort. If you have any questions or need assistance during the reset process, Finalsite support is available to guide you through each step.
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