Data Maintenance

System maintenance and data cleanup tools

Duplicate Session Cleanup

Scans for duplicate sessions within the chosen window (default: full history). The engine's richest session (completed → billed → rescheduled → oldest) is the recommended keeper; protected sessions are locked and never deleted. Notes from deleted sessions are appended to the kept session.

From date (optional)

To date (optional)

Student (optional)

Session Data Cleanup

What this tool does:

• Finds sessions marked as unavailable with no Absence record
• Finds sessions marked as non-billable with no unavailability record
• Fixes old "parent_unavailable" status to "student_unavailable"
• Deletes orphaned sessions (sessions linked to non-existent students)

Orphaned Invoice Cleanup

This tool identifies invoices linked to students or contacts that no longer exist in the system. These orphaned invoices should be cleaned up to maintain data integrity.

Orphaned User Cleanup

Orphaned User References

This tool finds records (students, tutors, parent links) that reference User IDs that no longer exist. These references can cause errors and should be cleaned up.

Orphaned Conversation Cleanup

Orphaned Conversation References

This tool finds conversations and messages that reference deleted users. These can cause "User not found" errors in the Messages page.

Mark Overdue Invoices

This tool checks all invoices with status "sent" and automatically marks those with past due dates as "overdue".

Recommended frequency: Run this daily or whenever you notice sent invoices should be marked overdue.

Backfill Session & Slot Names

Populates the snapshot student/tutor display name on existing sessions and regular slots so archived or inactive people still show by name. Run a dry run first to see counts, then run for real.

Backfill Parent Names on Invoices

Fixes the "Billed To" column where it shows a parent username (e.g. "tlj177") instead of their real name. Re-resolves the snapshot from each parent's display name. Already-correct names are preserved; only username/blank values are replaced with a real name.

Invoice Archival

Generate PDF snapshots of old paid invoices, verify them, then permanently delete the records. Archive and delete are strictly separated.

Open Archival Manager