Many people ask how to archive messages in the Inbox. TrackStat does not have a separate Archive folder. Closing a conversation is how you archive it - it removes the conversation from your active work list while keeping the full history.
Once a conversation is finished, close it so it leaves the Open view and keeps your Inbox organized. Closing does not delete the conversation or change the patient’s communication preferences.
Closing (archiving) a conversation
To close / archive a single conversation, click the lock icon at the top right of the thread.
To close messages in bulk (quickest way):
Click the Select button in the upper-left of the Inbox.
Choose:
Select current page - checks every message currently visible (based on your Page Size setting), or
Select all - checks every message in the Inbox.
An Actions button appears at the top. Click Actions → Close.
All selected conversations close at the same time.
If you selected the wrong messages, click Select again and choose Unselect.
Tip: For very large Inboxes, work in smaller groups (using Select current page) so the process stays fast.
Closed conversations leave the Open list (they are effectively archived from the active view).
A red “Closed” indicator appears under the patient’s name and phone number.
Closing does not delete the conversation or change the patient’s communication preferences or opt-out status. Check the patient’s communication preferences if you need to confirm.
Note: You cannot open or close conversations in the TrackStat mobile app, but you can still filter the mobile Inbox by Open or Closed.
What happens when a patient texts a closed conversation
When a patient texts your office number, the conversation automatically reopens and returns to the Open list so the new message is not missed. You do not need to un-archive it manually.
Using filters to see only active work
The default Inbox view is:
Conversation → Open
Messages → All Messages
This shows only open conversations (the active work pile) and includes all message types so patient texts are not hidden.
Click the circular Reset Filters icon (top left) at any time to return to this default.
TrackStat remembers the last filter combination the signed-in user chose, so your personal last-used filters stay in place until you reset them.
The red Unread badge highlights open conversations that contain an unopened inbound message.
To see only open conversations:
Click Conversation
Select Open
To review finished / archived work:
Click Conversation
Select Closed
Recommended habit
Treat the Inbox like a shared work queue:
Keep conversations that still need a person in Open.
Close (archive) the conversation when the request is done (appointment booked, question answered, no further action needed).
Sweep the Open list and check the red Unread badge throughout the day.
Goal: an empty (or near-empty) Open list at the end of the shift.
