This article describes how long data is maintained in the BookingCentral system.
Data Retention
| Type | Retention Policy |
| Settings (Locations, Products, Promotions, etc) | As long as the account is active |
| Orders, Check In/Check Out, Fleet Management | As long as the account is active |
| Emails and SMS Messages | 12 months |
| Documents (Uploaded files, Before and After Pictures and Videos) |
12 months |
Deleting Settings
Settings such as Locations, Products (Rentals or Tickets), Custom Fields can safely be deleted from the system without affecting existing orders or past orders. You will still be able to see the Location or Product on the order when viewed on a report or the Bookings tab.
However, when a Location or a Product is deleted, it will no longer be available to view from drop down menus or filters in the system. For example, most of the screens in the system allow you to filter by Location. Deleting a Location will remove that location from those filters. In addition, when you delete Rentals or Ticket, you will not be able to Sort by Product from the Calendar.
If you want to be able to use/filter a Location or Product for looking up orders or for generating reports, you should keep the location or product. In that case it may be helpful to change the name so it starts with the letter X as it will be at the bottom of drop down menus. This will prevent a user from accidentally bookings that location or product.
to do this, For Locations:
- Go to Settings - Locations
- Edit the Location that is no longer active/used
- Update the Name
- Save
Now in the system, the menu will still show the Location, but with more details:
For Products:
- Go to Settings - Rentals or Tickets
- Select the product that is no longer active/used
- Update the Name
- Uncheck the box from the Web Sales, 'show in booking widget'
- Save