Archiving a User Account

Archiving removes a person’s access without destroying their history. Once someone has an enrollment, a certification or an issued credential attached to them, archiving is almost always the right choice over deletion.

Before You Begin

• Find it at Settings → Users & Permissions, then the action menu (⋮) at the end of the user’s row.
• Know whether the account has any history. If it does, do not delete it.
• The status dropdown above the grid defaults to Active — remember that when you go looking for someone afterwards.

Step 1: Archive the User

1. Open Settings → Users & Permissions.
2. Find the user. Use the column filters — First Name, Last Name, Username, Email, Roles, Status — to narrow the list.
3. Open the action menu (⋮) and choose Archive.

Step 2: Know What Archiving Does

✔ Archiving is reversible; deletion is not. If you are unsure which you want, archive. You can always revisit the decision.

Step 3: Choose Archive or Delete

Use Delete only for accounts created in error that carry no history. Once a person has an enrollment, a certification or an issued credential, deleting them risks breaking the records that depend on them. Archive instead.

Step 4: Find Archived Users Later

Use the status dropdown above the grid — it defaults to Active — to switch to archived accounts.

Step 5: Know the Other Actions in This Menu

• Edit — change name, username, email and roles.
• Resend Confirmation Email — resend the account or enrollment confirmation.
• Reset Password — send the user a password reset.
• Delete — permanently remove the account. Use only for accounts created in error that carry no history; see the Archive vs. Delete section above.
• Login As — authorized administrators can securely access a user’s account for support and troubleshooting.

Best Practices

• Archive on the person’s last day rather than in a quarterly cleanup. Access should end when employment does.
• Before deleting anything, search the person in Reports. If they appear anywhere, archive instead.
• Use Edit to strip roles before archiving if you want the change reflected in an audit trail as two deliberate steps.
• Reach for Log In As for support rather than asking a user for their password — which you should never do.
• Check the archived list before creating a “new” account for a returning staff member.

Frequently Asked Questions

✔ You’re all set. Access closed, history intact — which is what an auditor will want to see.