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Archiving and Deleting Users

How an admin can archive and delete users from the desktop or mobile app

Nathanel Creson avatar
Written by Nathanel Creson
Updated over a week ago

If an employee has left the company and you need to revoke their access to the app, this article will guide you through the steps to delete or archive a user. It will also help you determine which option is best suited for your needs. Let's get started!

This article will cover:

What are the Differences Between Deleting and Archiving a User?

As a manager, when a user is no longer part of your organization, you can either delete or archive the user. While both actions remove the user from the platform and revoke access to the app, there are differences between them.

Deleting a user

Archiving a user

  • This action will permanently delete all information and activity associated with the user's account.

  • Once deleted, neither the user nor their data can be restored.

  • If you'd like to add the user again in the future, you'll need to create their profile from scratch.

  • This option preserves all user information and activity for future reference, enabling admins to review it at any time.

  • Archived users can be easily restored without the need to re-invite them to the app.

  • This is the preferred option because it keeps all the information intact and makes it simple to bring the user back when they return to your organization. This is especially helpful for seasonal employees and those on special leave, such as maternity leave.

Disclaimers:

  • Once an employee has been archived, they will no longer be able to view or access their information. Therefore, we recommend that employees download any essential documents, such as payslips, timesheets, and submitted forms, before being archived. This ensures that they retain copies of important records for future use.

  • Only "active" users will count towards your seat count in the account. Archived or deleted users are no longer considered active and therefore leave a seat vacant.  

How to Archive a User

Admins can archive users from both the desktop and mobile app, check out how!

From the Desktop

  1. Log in to the admin dashboard, and select Users

  2. Search for the user you wish to archive

  3. Hover over the row and navigate to the archive icon on the far right of the row

  4. Click the archive icon

All done - the user has now been archived!

From the Mobile App

  1. Log in to the mobile app

  2. From the Admin tab, select Users & admins

  3. Select the user you wish to archive

  4. In the top right corner, tap the three dots and select Archive

  5. You will be prompted to confirm this action again

    Tap Archive user

All done - the user has been archived!

How to Delete a User

From the Desktop

  1. Log in to the admin dashboard and select Users

  2. Search for the user you wish to delete

  3. Hover over the row and navigate to the trash icon on the far right of the row

  4. Confirm the action by clicking Delete forever

All done - the user has been deleted forever!

From the Mobile App

  1. Log in to the mobile app

  2. From the Admin tab, select Users & admins

  3. Select the user you wish to delete.

  4. In the top right corner, tap the three dots and select Delete

  5. You will be prompted to confirm this action

    Tap Delete user

All done - the user has been deleted forever!

How Can I Restore an Archived User?

Admins can archive users from both the desktop and mobile app, check out how!

From the desktop:

  1. Log in to the admin dashboard and select Users > Archived

  2. Search for the user you wish to restore

  3. Hover over the row and navigate to the restore icon located on the far right of the row

  4. Confirm the action by clicking Restore

All done - the user has been restored and now has access to their account again.

From the mobile app:

  1. Log in to the mobile app

  2. From the Admin tab, select Users & admins > Archive

  3. Select the relevant user you wish to restore

  4. In the top right corner, tap the three dots and select Restore and

  5. You will be prompted to confirm this action

    Click Restore

All done - the user has been restored!

What happens when I restore an archived user?

A seasonal business may need to archive and unarchive users periodically. For example, if an employee goes on maternity leave and later returns, their account can be restored. When you archive an existing user, you have the option to restore them at any time while keeping their data intact within the system.

When you archive a user, they will no longer have access to the platform. However, once you restore the user from the archived tab, they will regain access to the app without needing to receive an invitation link. If the user already has the app on their phone, they can log in using their mobile number and the one-time code they will receive via SMS. If they have deleted the app, they can simply download the Connecteam App from the App Store and log in.

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