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How to Downgrade a Single Office While Retaining Access to the Data

Jasmine Lee
Updated

Overview

If your organization is downgrading one office location but needs to retain all historical data for review or reporting, we recommend a read -only subscription for that office and marking the office as inactive rather than deleting it.

This approach preserves full visibility to the office’s data while clearly identifying it as no longer in use.

 

✅ Important: Downgrading an office this way does not remove data or reporting access. Because the office remains part of the overall PGID, you will still be able to view everything associated with it.

Recommended Best Practice: Mark the Office as Inactive

To indicate that an office is no longer active, we advise adding “ZZZ” to the beginning of the office name and Do NOT Use at the end. This places the office at the bottom of office lists and clearly signals that it should no longer be used.

Example

An inactive office will appear similar to this:

ZZZ‑Davis Dentistry‑‑North (DO NOT USE) [102]

Steps to Mark an Office as Inactive

  1. Go to Setup
  2. Select Offices
  3. Open Office Setup
  4. Select the office that is closing
  5. Click Edit Office
  6. In the Office Name field, add “ZZZ” to the beginning of the name
    • Example: ZZZ‑Office Name
  7. Click Save

The office will remain visible for reporting and historical reference but will now be clearly marked as inactive.

Preventing Posting Errors (Required Step)

To avoid payments or services being accidentally posted to a closed office, you should also remove user access to that office.

Steps to Remove Office Access from Users

  1. Go to Setup
  2. Select Security
  3. Click Users
  4. Select the user
  5. Click Edit User
  6. Navigate to Office Access
  7. In the Assigned Office column, select the inactive office
  8. Click the left arrow to move it to the Available Office column
  9. Click Save

Repeat these steps for all applicable users.

What Happens to the Office Data?

  • ✅ The office is not deleted
  • ✅ All historical data remains intact
  • ✅ The office stays visible for reporting and review
  • ✅ The office is still associated with your overall PGID

This means there is no loss of visibility or access to the information you need—only protection against future posting errors.

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