Recycling CMS Entries to Stay Within Plan Limits

🧹 Purpose:

To maintain system performance and stay within our 4,000-entry CMS plan limit by regularly deleting old entries once the 3,000-entry threshold is reached—as long as data is already synced with Zoho, Stripe, or other permanent systems.

🔢 Background

• Our CMS allows a maximum of 4,000 entries.

• No monthly entry limit, but the total cap is 4,000.

• Each enrollment submission = 1 CMS item.

• Payments and upsell form submissions update the same item (unlike Jotform, which creates new ones).

• Once the item is synced to Zoho/Stripe/etc., we can safely delete the entry.

• Deleted entries can be backed up to a Google Sheet for records.

  
  

✅ What to Do

When CMS entries reach 3,000+ total items:

1. Check Sync Status

   • Confirm that data is already synced with Zoho, Stripe, or any required platform.

     
     

2. Export and Archive

   • Export the 1,000 oldest entries to a designated Google Sheet.

   • Make sure to include key fields (e.g., name, email, date, amount, notes).

     
     

3. Delete Old Entries

   • Delete the exported entries from the CMS to free up space.

   • Double-check deletion only applies to fully synced entries.

     
     

📦 Notes

• 4,000 CMS items includes all fields, such as student interviews and enrollment form submissions.

• Each form submission updates the same CMS item, so we’re not duplicating data unless a new student submits.

• Deleting old entries will not affect live site functionality as long as the data has been properly archived.