Clean up old data

Boards stay quick and easy to read when old, finished items move off them. Clinic admins can have houndkit do that automatically each night, either saving those items to a spreadsheet first or deleting them.

Go to Clinic Settings → Data & exports and choose Clean up old data.

What can be cleaned up

Only finished items are ever touched. Open work never is. Depending on your tools, you can set a rule for:

• Tasks: done or deleted tasks, counted from their last update
• Labs, On the Way and Records requests: archived entries, counted from when they were archived
• Stock requests: requests in a finished status, counted from when they were resolved
• Clinic Feed posts: posts older than the cutoff that aren't pinned, with their comments and reactions
• Calendar events: events that ended that long ago
• Tug of War polls: closed polls, with their votes

Each one starts as Kept forever.

Set a rule

1. Find the data you want to clean up in the Clean-up rules list.
2. In its dropdown, pick an age: Keep forever, After 30 days, After 60 days, After 90 days, After 180 days, After 1 year or After 2 years.
3. In the second dropdown, choose Archive file or Delete (see below).

Each choice saves the moment you make it. A Saved message pops up with Undo if you change your mind. Under the row, a preview says how many finished items would move or be deleted tonight.

Archive file saves the items as a spreadsheet only admins can download, then removes them from the board. Delete removes them for good, and you'll be asked to confirm.

The rule runs tonight and every night after. The pill on each row shows what's set, such as "Archive after 90d." To turn a rule off, pick Keep forever.

To run a saved rule straight away, tap Run now and confirm. It shows when there's something old enough to move.

Archive files

The Archive files tab lists every spreadsheet houndkit has saved: what data it holds, how many rows, the dates it covers, when it was made and its size. Tap CSV to download one. Only admins can see these.

Deleting an archive file removes those items for good.

Always kept

Drug Log, QA reviews, training sign-offs, Hospital patients and chore history are never cleaned up. They're your clinic's legal, clinical and points record. You can still download them any time. If your clinic uses Follow Ups, it has its own clean-up under Follow Ups → Data.