When you delete a client, checklist, file, or session in SwiftChecklist, it moves to the Bin rather than being immediately and permanently erased. Items in the Bin are held for 30 days, giving your team a recovery window for accidental deletions.
The Bin is accessible from the main sidebar under the Bin icon.
What the Bin contains
The Bin stores soft-deleted items across five categories:
- Clients — deleted client records and their associated data
- Checklists — deleted checklist templates and instances
- Files — deleted uploaded documents
- Sessions — deleted checklist sessions
- Projects — deleted project records
Each item in the Bin shows the original name, when it was deleted, and who deleted it.
Restoring an item
To restore an item from the Bin:
- Open the Bin from the main sidebar
- Locate the item by browsing the category tabs or using the search
- Click Restore on the item
The item is returned to its original location with all associated data intact. If the item was part of a client record, restoring it also makes it visible again from the client record view.
Permanently deleting an item
Items in the Bin are permanently deleted automatically after 30 days. Owners can also permanently delete individual items before the 30-day window expires:
- In the Bin, locate the item
- Click the ⋯ menu
- Select Delete permanently
- Confirm the action in the dialog
Permanent deletion is irreversible. All associated data — files, responses, signatures, notes — is removed and cannot be recovered.
Access permissions
| Role | Can view Bin | Can restore | Can permanently delete |
|---|---|---|---|
| Owner | ✅ All items | ✅ All items | ✅ |
| Admin | ✅ All items | ✅ All items | ❌ |
| Member | ✅ Items in scope (if enabled) | ✅ Own items (if enabled) | ❌ |
| Viewer | ❌ (unless explicitly granted) | ❌ | ❌ |
Member and Viewer bin access is controlled by the Scoped Permissions Editor on the Team page (Firm plan and above). The relevant permissions are:
- View bin items in scope — allows the member to see deleted items within their assigned scope
- Restore own deleted items — allows the member to restore items they deleted
Preventing accidental deletion
The most common cause of accidental deletions is bulk actions on the Clients page. When selecting multiple clients and using the Delete bulk action, confirm the selection carefully before proceeding.
Checklists with active client sessions cannot be permanently deleted while those sessions are still in progress. You will see a warning if you attempt to delete a checklist that has pending or in-progress instances.
Continue with
- Client records — managing active client records
- Add your team — configure bin access permissions for team members
- Build your first checklist — create and manage checklist templates