Archive, Modify, or Delete People

When someone leaves your company, or they no longer need access to Resource Management, you should archive that person.

About Archiving People

You can archive Licensed Users and Managed Resources.

Archiving a person:

• Prevents them from accessing Resource Management
• Removes them from team members 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 Licensed Users or Managed Resources in your account.

If you regularly have contractors or temporary people who work for your organization, invite them at 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.

You can have a rotating group of contractor seats in Resource Management, providing temporary access to contractors and vendors on a per-project basis.

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,  Unarchive them, add a First and Last day of work in the past, then Archive them again. 

Change a person's role

When you change person's role, you lose all the data associated with their prior role. If you want to keep their data, it's best to archive them first, 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, updated the new role and any updated fields.

Archive a person

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

Change a Licensed User to a Managed Resource

If someone is a Licensed User in your account and you would like to move their profile to a Managed Resource level, click on their name in the Licensed Users list and select Change to Managed Resource.

To change a Licensed User to a Manage Resource:

1. On the top navigation bar click Settings > Account Settings.
2. On the left, click People. 
3. Click the name you want to change the status for, and then click Change to Managed.

Deleting People

There are scenarios where you may want to delete a user from your account. 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:

1.  Archive the person in their profile or from the Account Settings.
2. Go to the People section in Account Settings and find their name.
3. Select their name to go to their profile (the green text indicates a link)
4. 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.