---
title: "Archiving and Deleting Users in Ontraccr"
url: "https://help.ontraccr.com/en/article/archiving-and-deleting-users-in-ontraccr"
language: "en"
last_updated: "2025-06-08T16:58:06.826Z"
---

# 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Ontraccr allows administrators to archive users who are no longer active, and optionally delete them permanently.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**

1.  Navigate to **Staff > Manage Users**.
2.  Locate the user.
3.  Click the **Archive** button on their card or row.

* * *

## 📤 **How to View Archived Users**

1.  Click the **red Filter button** on the Manage Users page.
2.  Under **Status**, select **Archived**.

This will show all users previously archived.

* * *

## 🗑️ **Deleting Users Permanently**

To permanently delete a user:

1.  First, **archive** the user using the steps above.
2.  Then, **toggle the filter** to show **archived users**.
3.  Locate the user you wish to delete.
4.  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.