We’re excited to introduce Auto Archive, one of the most useful and time-saving features in Beambox! Auto Archive helps you manage your guest database by automatically archiving inactive or unengaged profiles. You can apply filters such as:
Last visit
Last email opened
Subscribe or unsubscribe status
Once set up, it runs automatically on a schedule—daily, weekly, or monthly—with no manual effort required.
To keep things transparent, Auto Archive also comes with a History Log that records:
The start and end times of each archive session
The filters used
The number of guests archived
This feature ensures your database stays clean and relevant, improves marketing targeting, and saves valuable time.
Where to Find Auto Archive
You can access the Auto Archive feature in two easy ways. After logging in or creating an account. Below is a step-by-step guide for the first method:
Method 1:
• From your Dashboard, click on the Capture tab. In the dropdown menu, select Guest.
• On the Guest page, click the Auto Archive button in the top-right corner.
Method 2:
• On the Dashboard, click on your Company Name in the top navigation bar, and from the dropdown menu, select Settings.
• In the Settings panel, on the right sidebar, under the Account section, click the Auto Archive option to access the configuration settings.
The Auto Archive feature helps you automatically organize your guest database by archiving guests who meet specific criteria. Once configured and activated, the process runs independently, based on your chosen frequency (daily, weekly, or monthly), and continues until you decide to deactivate it. You can filter guests using conditions such as:
• Last visit (day, 7, 30, 90) days
• Last email opened (day, 7, 30, 90) days
• Subscribe or unsubscribe status:
- If the checkbox is checked, the system will only archive guests whose status is Unsubscribed.
- If the checkbox is unchecked, the system will archive all guests, whether they are subscribed or Unsubscribed.
What is Frequency?
Frequency refers to how often the Auto Archive process runs automatically.
When setting up Auto Archive, you can choose how frequently you want the system to check and archive guests based on your selected filters. You can choose from:
• Daily – Runs every 24 hours
• Weekly – Runs once a week on a selected day
• Monthly – Runs once a month on a selected week and day
How Auto Archive Works with Filters
When configuring the Auto Archive feature, you can apply "Last 7 Days" filters to fine-tune which guests get archived.
For example, if you select Last 7 Days, the system will:
• First, identify guests who have opened an email within the last 7 days.
• Then, from that group, it will check which guests have not visited your business in the last 7 days.
You can also choose to include only unsubscribed guests by checking the checkbox, or to include both subscribed and unsubscribed guests by leaving the checkbox unchecked. Once users have set their preferences, click the Activate button to enable the Auto Archive feature. The system will then automatically archive the filtered guests based on your daily, weekly, or monthly frequency.
Guest Page Notification
When the Auto Archive setting is active, the system displays a notification banner on the Guest page. This banner summarizes the most recent auto-archive activity, including the number of guests archived based on the selected day.
This helps you stay informed about recent archiving actions without checking the History section every time.
Auto Archive History
The Auto Archive feature also includes a History section that gives you a clear and transparent overview of each archive session. This section is handy for tracking, auditing, and troubleshooting your archive cycles.
The History section includes:
• Date Started & Ended – Shows when the auto-archiving process began and finished.
• Total Guests Archived – Displays the number of guests archived during that session.
• Configuration Details – Lists the filters and settings that were applied.
Benefits of the Auto Archive Feature
✅ Fully Automated Process. Once set up, Auto Archive runs quietly in the background—no manual effort required. This saves you time and keeps your workflow efficient.
✅ Improved Targeting Accuracy. By removing inactive or disengaged guests, users’ marketing campaigns reach only active and interested users, leading to better engagement and higher conversions.
✅ Cleaner Guest Database. Auto Archive helps maintain a well-organized database by removing outdated or unresponsive profiles, improving overall data quality.
✅ Reduced Email/SMS Sending Costs. Most email marketing platforms charge based on the size of your contact list. Archiving unengaged guests helps reduce your list size and costs.