Archive, modify, or delete people

Resourcing Administrators manage the paid users on an account.

About archiving people

You can archive paid users and managed resources. Archiving users:

• Prevents them from accessing Resource Management
• Removes them from teams on your organization page
• Removes them from the schedule

Assignments for the archived person remain on the project page so that a project manager can reassign any remaining work to another person or placeholder.

Resource Management saves all data for the archived person.

Finding an archived person

The People section of Settings lists archived people. Check the list if you archive a set of users and then plan to either delete them or change their roles.

When you archive someone, they no longer count toward the number of Paid Users or Managed Resources in your account.

Best practice for contractors

If you regularly have contractors or temporary workers working for your organization, invite them at the Contractor permission level. Set their start and end dates in the Availability section of their personal profile. When they finish the project, archive them in Account Settings to revoke their access to Resource Management.

Archived users without a defined first and last day of work will continue appearing in reports. To exclude an archived user from reports, unarchive them, add a first and last day of work in the past, and then archive them again.

Change a person's role

When you change a person's role, you lose all the data associated with their prior role. It's best to archive them first to keep their data, then reinvite them to Resource Management using the same email address.

1. Archive the person first (see below). The archive gives you historical reporting for that role and any reporting fields.
2. Add the person again, using the same email from the previous role and the new role and fields.

Archive a person

1. Go to the person's page. In the top-right corner, select the Edit Profile button.
2. At the bottom of the Update Profile page, select the Archive button.

Change a paid user to a managed resource

To change a paid user to a managed resource:

1. Open Settings.
   1. In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings. 
   2. In standalone Resource Management, select Settings > Account Settings.
2. From the list on the left, select People.
3. Select the person whose status you want to change, and then select Change to Managed Resource.

Deleting people

You can't undo a deletion.

Once a person’s profile is deleted, all data associated with that person is deleted from Resource Management and can't be restored.

Delete a person

1. Archive the person first (see above).
2. Open Settings. 
   1. In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings. 
   2. In standalone Resource Management, select Settings > Account Settings.
3. From the list on the left, select People.
4. Scroll down to the Archived list and select the name of the person you want to delete. This opens their profile page.
5.  In the top-right corner, select the Edit Profile button.
6. At the bottom of the Update Profile page, select the Delete button.