Archive, modify, or delete people

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 a project manager can reassign any remaining work to another person or placeholder.

Resource Management saves all data for the archived person.

You can see a list of archived people in the People section of Account Settings. When you archive someone, they no longer count towards the number of Paid Users or Managed Resources in your account.

If you regularly have contractors or temporary people who work for your organization, invite them at the Contractor permission level. Set their start and end date 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 who don't have a first and last day of work defined will continue to appear in analytics and reports. If you want to exclude an archived user from reports then 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 updated new role and fields.

Archive a person

1. Go to their page. In the top right corner, select Edit Profile.
2. At the bottom of the page, select Archive. 

Change a paid user to a managed resource

To change a paid user to a managed resource:

1. Open Account Settings.
   1. If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
   2. If you are working in standalone Resource Management, select Settings > Account Settings.
2. Select People from the menu on the left.
3. Select the name you want to change the status for, and then select Change to Managed Resource.

Deleting people

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

To delete a person:

Archive the person in their profile or from the Account Settings page.

1. Go to the People section in Account Settings and find their name.
2. Select their name to go to their profile (the green text indicates a link)
3. Once you are in their profile settings, you will see the button to delete their profile at the bottom of the page.

Do this with caution, delete cannot be undone.