Editing, archiving and deleting a tool
Edit a tool anytime, archive it to keep the history without cluttering the register, or delete it permanently - but know that archived tools still count towards your plan.
To change a tool, open it from the register and choose Edit. Every field is editable, so you can correct a renewal date, update the cost after a price rise, reassign the owner or switch the status. Save changes and the register, dashboard and reminders all update to match. Editing on an existing tool is more forgiving than creating one - for example the website is not forced - so older records without every detail still save cleanly.
When a tool is no longer live but you want to keep its record, archive it. Archiving removes the tool from your active register and from every dashboard figure, but keeps the full history - dates, costs, documents and all - so you can refer back to it or bring it back later. Any member can archive a tool, and you are asked to confirm before it happens. To restore it, switch the register to the archived view and choose Unarchive.
There is an important thing to understand about archiving: an archived tool still counts towards your plan's tool allowance. StackTrackr treats every record as a retained asset, so cancelling or archiving a tool does not free up a slot. This is deliberate - it keeps your history intact rather than letting the register quietly lose tools you once relied on.
If you want to genuinely remove a tool and free up a slot, delete it. Deleting removes the record and its documents for good, and it cannot be undone. Because of that it is an admin-only action and you are asked to confirm before it is removed.
So which should you use? If the subscription has simply ended but you may want the record - for reporting, for an audit, or in case you sign up again - set its status to Cancelled or Notice given, or archive it. The history stays and the dashboard stops nagging you about it.
Reach for delete only when a record was created in error or is truly finished with and you need the plan slot back. If you are near your tool limit and everything you track is real, deleting a genuine tool is not the answer - upgrading your plan is, because that history has value.
A quick rule of thumb: edit to keep a tool accurate, archive to retire it while keeping its story, and delete only to erase a record permanently. Archiving is reversible and safe; deleting is not.