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 |
|
|
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Once an employee has been archived, they will no longer be able to view or access their information.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
Log in to the admin dashboard, and select Users
Search for the user you wish to archive
Hover over the row and navigate to the archive icon on the far right of the row
Click the archive icon
All done - the user has now been archived!
From the Mobile App
Log in to the mobile app
From the Admin tab, select Users & admins
Select the user you wish to archive
In the top right corner, tap the three dots and select Archive
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All done - the user has been archived!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
Log in to the admin dashboard and select Users
Search for the user you wish to delete
Hover over the row and navigate to the trash icon on the far right of the row
Confirm the action by clicking Delete forever
All done - the user has been deleted forever!
From the Mobile App
Log in to the mobile app
From the Admin tab, select Users & admins
Select the user you wish to delete.
In the top right corner, tap the three dots and select Delete
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:
Log in to the admin dashboard and select Users > Archived
Search for the user you wish to restore
Hover over the row and navigate to the restore icon located on the far right of the row
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:
Log in to the mobile app
From the Admin tab, select Users & admins > Archive
Select the relevant user you wish to restore
In the top right corner, tap the three dots and select Restore and
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.
Related Articles
*Archiving users is available on the Advanced plan and above (in any hub)*
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.