Archiving is the way to deactivate someone's Peoplesafe account when they no longer need access — for example, when an employee is on long-term sick or a sabatical. Archiving removes their access and cleans up their assignments, while keeping their historical data intact for reporting purposes.
What happens when you archive someone
As soon as a person is archived:
- Their status changes to Archived
- They are removed from all teams
- Their app subscription is removed, so they can no longer raise an alarm via the app
- Their portal access is revoked
- They are unassigned from any devices
Going forward, an archived person cannot be added to teams, assigned devices, or given an app licence.
Their historical data is preserved. If you run a report covering dates when they were active, their data will still appear. They will also show on the map if they have activity logs within your selected date range.
Archived people are hidden from standard lists by default. To find them, use the Archived filter on the People list.
Before you archive — check their role
The archiving process varies slightly depending on the person's role. Here's what to expect for each.
Archiving a User
- Open the person's profile page.
- Select the option to archive them.
If they have devices or apps assigned, you'll see a confirmation message listing those items:
"Are you sure you want to archive [name]? Continuing will immediately remove the user's ability to raise an alarm from the assigned devices and apps:"
- Confirm to complete the archive.
Archiving a Manager
When you open a manager's profile, you'll see a list of any teams or groups they are currently managing.
When you archive them, the system will automatically remove them from those manager roles before completing the archive. You don't need to do this manually.
Archiving an Escalation Contact
When you open an escalation contact's profile, you'll see a list of any escalation plans they are assigned to.
If they are assigned to one or more escalation plans, the archive will be blocked. You'll see a message like:
"This person cannot be archived, as they are assigned as contact in escalation plans. Remove this person from their escalation plans to be able to archive this person."
The message includes links to the relevant escalation plans. Remove the person from each plan, then return to their profile to complete the archive.
- If they are not assigned to any escalation plans, you can archive them straight away.
Things to be aware of
You cannot archive yourself. If you try, you'll see:
"You cannot archive yourself. Please ask another administrator for assistance."
Ask a colleague with administrator access to archive your account if needed.