Overview
This article is for administrators who manage user access. It explains why archiving is best practice, how to archive and view archived users, and why deletion is not available so audit history remains intact.
Archiving Users
Follow these steps to archive a user so they can no longer sign in.
Select the Utility Menu icon, then choose Users.
Users are organized by role. Go to the tab for the user’s role to locate the account.
Select Action, then choose Archive to archive the user. This immediately prevents system access.
To review archived accounts, select Show Archived. From there, you can unarchive users if needed.
Important: Archiving takes effect immediately and removes access without deleting historical data tied to applicant views, actions, communications, or reports.
Deleting Users
Deleting users is not available. The system uses archiving to preserve all historical ties to applicant activity and reporting.
Archiving ensures you can complete internal or external audits without data loss.
Reporting/Troubleshooting/Best Practices
Use archiving for anyone who should no longer have access; do not repurpose user accounts.
To clearly distinguish archived users, you may prefix a user’s name with “z” or “zz” (for example, zzSample User). This is optional and for visual clarity only.
FAQs
Can I delete users from the system?
No. Deletion is not available. Use Archive to remove access and retain audit history.
What happens when I archive a user?
Access is immediately disabled, but historical activity and reporting links are preserved.
How do I view or restore an archived user?
Go to Users, navigate to the user’s role tab, select Show Archived to view archived accounts, and unarchive from that view if needed.
Where do I archive a user?
Select the Utility Menu icon, choose Users, go to the user’s role tab, select Action, then choose Archive.