Archive old or completed budgets before creating new ones to maintain a clean, organised budget structure and prevent confusion.
Purpose: Remove outdated budgets from view while preserving historical spending data for reporting.
⚠️ Note: You need Rewards Admin permissions to archive budgets.
Why Archive Old Budgets?
Keep Your Budgets Organised
Benefits of archiving:
Cleaner budget list - Only active budgets visible
Reduced confusion - Team sees only current budgets
Better organisation - Separate historical from active budgets
Easier navigation - Find active budgets quickly
Prevent errors - Avoid using expired budgets accidentally
Before Creating New Budgets
Best practice workflow:
Archive previous year's budgets before creating new year's budgets
Archive completed project budgets when projects end
Archive reorganised budgets when structure changes
Keep active budget list focused on current programmes
Example scenario:
Financial year ends March 31st
Archive "2024-25 Budget" on April 1st
Create "2025-26 Budget" for new year
Result: Clean slate for new financial year
Understanding Budget Archiving
What Happens When You Archive
Immediate effects:
Budget removed from main Budgets page
No longer visible to you or your team
Cannot be used for new spending pots or rewards
Spending pots within the budget become inactive
Historical data preserved for reporting
What's NOT affected:
Past spending data remains in system
Issued rewards stay in recipient accounts
Reports can still include archived budget data
Content exports still accessible for archived data
When to Archive Budgets
Archive budgets when:
Financial year ends and new year begins
Budget period is complete (annual, project-based)
Organizational restructure requires new budget structure
Budget is no longer used or relevant
Consolidating multiple budgets into one
Preparing for new budget setup
Don't archive if:
Budget is still active and in use
Spending pots still have available funds
Current financial period not yet ended
Team still issuing rewards from this budget
How to Archive a Budget
Step 1: Access Your Budgets
Go to Manage Organisation
Click Rewards
Select Budgets
View all your current budgets and spending pots
Step 2: Deactivate the Spending Pots
Before you can archive, you must deactivate spending pots:
Locate the budget you want to archive
Find the toggle switch for each Spending Pot (green button when active)
Deactivate the spending pot via the toggle (turns grey when inactive)
The spending pot is now deactivated but still visible
Why deactivate first? Prevents new spending while you prepare to archive. Ensures no rewards are issued during archiving process.
Step 3: Open Budget for Editing
Click "Edit" on the deactivated budget
Budget settings page opens
Scroll to the bottom of the page
Step 4: Archive the Budget
Find "Archive" button at bottom of page
Click "Archive"
Confirm if prompted
Budget immediately archived and removed from view
Step 5: Verify Archiving
Confirm archiving successful:
Budget no longer appears in main Budgets list
Only active budgets now visible
Team cannot access archived budget for new rewards
After Archiving a Budget
What Your Team Sees
For budget collaborators:
Budget no longer appears in their budget list
Cannot create new spending pots from this budget
Cannot issue new rewards from this budget's pots
For pot spenders:
Spending pots from archived budget become inactive
Cannot issue new rewards from these pots
Previous rewards remain valid
Accessing Historical Data
Spending information preserved: All data from archived budgets remains available through reports.
How to access archived budget data:
Go to Rewards → Reports or Content Export
Select reporting period that includes archived budget
Download Content Export for spending pots
Review historical spending and rewards issued
For detailed export instructions, see Creating a Content Export.
Data available:
All rewards issued from archived budget
Spending pot usage and allocation
Recipient information
Sender information
Dates and amounts
Complete transaction history
Best Practices for Budget Archiving
Timing Your Archives
End of financial year:
Archive previous year's budget on day 1 of new year
Create new year's budget
Communicate change to team
Update documentation
End of project:
Archive project budget when project completes
Document final spending
Export data for project records
Create new budget if follow-on project exists
Organisational changes:
Archive old structure budgets
Create new budgets reflecting new structure
Transition spending pots systematically
Train team on new budget structure
Related Guides:
Creating a Budget - Set up new budgets
Creating a Content Export - Export historical data
Mo Rewards Quick Guide - Understanding budget structure