Archiving and Deleting Users in Ontraccr
🗃️ Archiving and Deleting Users in Ontraccr
Ontraccr allows administrators to archive users who are no longer active, and optionally delete them permanently. This article walks through exactly how archiving works, how it differs from deletion, and when each method should be used.
📥 What Is Archiving?
Archiving is a way to deactivate a user without deleting their profile or historical data. It removes the user from active lists, but preserves:
- Time tracking records
- Certification history
- Assigned forms (historically)
- Any associated reports or data
🧠 Use Case: Archive employees who are no longer working but may return in the future, or whose records need to be retained for compliance.
🔕 What Happens When You Archive a User?
- The user is removed from the active Manage Users list.
- They can no longer log into Ontraccr.
- They are excluded from filters unless “Archived” is selected.
- Their profile remains fully intact and can be restored or deleted later.
🛠️ How to Archive a User
- Navigate to Staff > Manage Users.
- Locate the user.
- Click the Archive button on their card or row.
📤 How to View Archived Users
- Click the red Filter button on the Manage Users page.
- Under Status, select Archived.
This will show all users previously archived.
🗑️ Deleting Users Permanently
To permanently delete a user:
- First, archive the user using the steps above.
- Then, toggle the filter to show archived users.
- Locate the user you wish to delete.
- Click the Delete option available in this view.
⚠️ Important: Deletion is permanent. Once deleted, the user’s data cannot be recovered.
🔄 Reinstating an Archived User
Although not explicitly covered in the session, archived users are still present in the system. If needed, they can typically be re-activated by editing the profile and restoring active status — assuming no deletion has occurred.
📌 Summary
Archiving users in Ontraccr is a reversible way to deactivate employees without losing historical data. Use deletion only when you're sure you no longer need the user’s records. Always archive first — deletion is a secondary, irreversible step.