How to archive, reactivate, and delete a user

Managing users in your system is essential to keep efficiency and security. Here is a step-by-step guide on how to archive, reactivate, and delete users.

Archive a user

Step 1: Open the Users menu

1. Sign in to your Rabbiit account.
2. Click Users.

Account users list

Step 2: Select the user

1. In the user list, find the user you want to archive.
2. Click the options icon next to the user’s name.
3. Select Archive user in the options menu.

User record menu with Archive and Delete

What happens when you archive a user?

• The user’s access is canceled immediately.
• The user will not consume a contracted user license.
• All historical information is kept (time entries, activities, team participation, projects, and so on).
• The user’s information stays available in reports and filters.
• The user can be reactivated in the future.
• The email is no longer locked: a new invite with the same address creates another active user and, on the same screen, shows the shortcut to reactivate this profile. See how to add users.

Reactivate a user

1. In the user list, turn on Include archived users.
2. Find the user you want to reactivate.
3. Click the options icon next to the user’s name.
4. Select Reactivate user in the options menu. When the user is archived, the same record menu swaps Archive for Reactivate.

What happens when you reactivate a user?

• The user’s access is restored.
• The user starts consuming a contracted user license again.
• The history and all of the user’s information are kept and remain accessible.

Delete a user

1. In the user list, find the user you want to delete.
2. Click the options icon next to the user’s name.
3. Select Delete user in the options menu.
4. Confirm the action in the confirmation window.

What happens when you delete a user?

• The user’s access is canceled immediately.
• The user will not consume a contracted user license.
• All historical information is permanently deleted.
• Information about that user in reports is lost, which can affect the hour-consumption and financial history.
• The user cannot be reactivated in the future.

Impact on the account subscription (Business plan)

Archiving a user frees a usage license, but it does not change the number of contracted licenses. The same happens when you delete a user. To change the number of licenses, see the specific tutorial. When you add a new user or reactivate an archived user, a license is consumed automatically. You will not be able to add new users if there are no free licenses.

Note: This process applies to the Business plan. Legacy plans may work differently. If you are on a legacy plan, contact our support for specific help.

Related article

Change the number of user licenses

Conclusion

Archiving, reactivating, and deleting users are important actions for efficient management of your Rabbiit system. Archiving is recommended to keep the history and the option to reactivate, while deletion is final and useful for test users or users with no future importance. Follow the steps above to do these actions correctly and safely.