Bulk Archiving Contacts via a Flow for Deletion

RapidPro.app requires contacts to be archived before deletion, so the safest way to prepare many contacts at once is to identify the target set (often via a group or a smart group built from Last Seen On searches) and run a flow that updates Status to Archived, after which you can review the Archived folder and permanently delete those contacts when you’re ready.
Reading time
6–7 min read
Category
Contacts
Updated on
Updated on: 05/01/2026

Archive contacts in bulk (then delete safely) in a few steps

If you just need the essentials, follow this:

  1. Understand why contacts must be Archived before deletion
  2. Identify the contacts to archive (existing group or Last Seen On smart group)
  3. Create a flow that sets Update Contact → Status = Archived
  4. Start the flow for the target group
  5. Review the Archived folder, then use Delete All to permanently remove them
  6. Test with a small group before archiving large datasets

You’re done. Contacts are now eligible for deletion only after they’re safely archived and reviewed.

Step-by-Step Process

1
Understand why archiving comes before deletion

In RapidPro, contacts must be archived before they can be deleted.

Archived contacts are:

  • removed from all groups
  • ignored permanently
  • eligible for deletion

Contacts cannot be deleted unless they are first placed in the Archived folder.

💡
Best practice: Always archive contacts first so you can review them before deleting.

2
Identify contacts to archive

Option 1: Use an existing group

If you already have a group of unwanted contacts, you can archive them directly.

Option 2: Find dormant contacts using “Last Seen On”

  1. Go to Contacts.
  2. Use search with the Last Seen On field (for example, contacts not seen in several months).
  3. Review the results.
  4. Click Create smart group.
  5. Name the group (for example, Dormant).

[CAPTURE: Contacts search using last_seen_on.]
[CAPTURE: Search results with “Create smart group” button visible.]

3
Create a flow that archives contacts

  1. Go to Flows.
  2. Create a new flow (for example, Archive Contacts).
  3. Add an Update Contact action.
  4. In Select what to update, set:
  • Field: Status
  • Value: Archived

[CAPTURE: Flow editor with a new flow created.]
[CAPTURE: Update Contact action showing Status set to Archived.]

Save the flow.

4
Start the flow for a group

  1. Start the flow manually.
  2. When prompted, select the group you want to archive (for example, Dormant).

[CAPTURE: Start Flow dialog showing group “Dormant” selected.]

All contacts started in this flow will:

  • be moved to the Archived folder
  • be removed from all groups
  • be ready for deletion

5
Delete archived contacts (permanent)

  1. Go to Contacts.
  2. Open the Archived folder.
  3. Click the ☰ menu.
  4. Select Delete All.

[CAPTURE: Archived contacts view with ☰ menu open and “Delete All” visible.]

⚠️
Warning: Deleting archived contacts is irreversible. Make sure you’ve reviewed the list before deleting.

6
Troubleshoot and apply best practices

Best practices

  • Use Last Seen On to identify inactive contacts
  • Archive contacts before deleting
  • Use flows for bulk actions
  • Test with a small group first before archiving large datasets

Common Issues & Quick Fixes

Problem: I can’t delete contacts.

Fix: Contacts must be archived first. Use a flow (or a manual action) to move them to Archived, then delete from the Archived folder.

Problem: Contacts are still receiving messages after my cleanup.

Fix: Confirm the contact status is actually Archived (not Active or Stopped). In your flow, verify the Update Contact action set Status = Archived.

Problem: I archived the wrong contacts.

Fix: Archived contacts can still be reviewed. Only use Delete All once you’re confident the selection is correct.

Related Resources
Understanding Contact Statuses: Active, Stopped, Archived
Identifying Inactive Contacts with the ‘Last Seen On’ Field
Changing a Contact’s Status (e.g., Blocking) via a Flow