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?
When a user is no longer part of your organization, as a manager, you have two options: (1) delete or (2) archive the user. While both actions remove the user from the platform and revoke their access to the app, there are some key differences between them:
Deleting a User: This option permanently removes all information and activity from the user's account. Once deleted, the user and their data cannot be restored. If you need to add the user again, you will have to create their profile from scratch. This is a great choice if the user is officially no longer working in the company and will not be working again in the near future.
Archiving a User: This option retains all the user’s information and activity for future reference, allowing 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 a great choice for seasonal employees and even those who go on special leave, such as maternity leave.
Please note: Regarding seats in the account, only "active" users will count towards your seat count. When a user is archived or deleted, they are no longer considered active and, therefore, have left 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
Access the Users section
Find the user you need to archive
Click on the archive icon located in the far right
Then confirm the action by clicking on Archive again
All done - the user has been archived!
From the Mobile App
Log in to the mobile app
Go to the Admin tab
Access the Users & admins
Select the relevant user you need to archive and press on the three dots in the top right corner.
Select archive and then again on archive user
All done - the user has been archived!
How to Delete a User
From the Desktop
Log in to the admin dashboard
Access the Users section
Find the user you need to delete
Click on the trash icon located in the far right
Then confirm the action by clicking on Delete forever
All done - the user has been deleted forever!
From the Mobile App
Log in to the mobile app
Go to the Admin tab
Access the Users & admins
Select the relevant user you need to delete and press on the three dots in the top right corner
Select delete and then again on delete user
All done - the user has been deleted forever!
How Can Restore an Archived User?
To restore an archived user from the desktop:
Log in to the admin dashboard
Access the Users section and then the Archived tab
Find the user you need to restore and click on the restore icon on their far right
Then confirm the action by clicking on Resore again
All done - the user has been restored and now has access to their account again!
To restore an archived user from the mobile app:
Log in to the mobile app
Go to the Admin tab
Access the Users & admins and then the Archived tab
Select the relevant user you need to restore and press on the three dots in the top right corner
Select restore and then again on restore user
All done - the user has been restored!
What happens when I restore an archived user?
A seasonal business might need to archive and unarchive users from time to time, or if you have an employee that left for maternity leave and now needs to get back to the platform. When archiving an existing user, you have the ability to restore them at any time and keep their data within the system.
When you archive the user, the user will have no access to the platform whatsoever. Once you restore the user from the archived tab, the user will be able to access the app and there is no need to send them the invite link. If the user has the app on their phone, they simply need to log in with their mobile number and the one-time code they will receive as an SMS, or if they deleted the app, they simply need to download the Connecteam App from the app store and log in.
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*Archiving users is available on the Advanced plan and above (in any hub)*
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