Archive, modify, or delete people

You should archive a person if they leave your company or no longer need access to Resource Management.

Who can use this?

Plans:

  • Resource Management

Permissions:

  • Resourcing Administrators

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

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.

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

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 their page. In the top right corner, select Edit Profile.
  2. At the bottom of the Update Profile 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 work in standalone Resource Management, select SettingsAccount Settings.
  2. Select People from the menu on the left.
  3. Select the name for which you want to change the status, 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.

You can't undo a deletion.

Delete a person

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

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