Home Managing Your Team 5. Archiving and restoring team members

5. Archiving and restoring team members

Last updated on Apr 28, 2026

When someone leaves your team — a Staff member moves on, a Guest no longer needs access — you should archive them rather than deleting. Archiving is reversible, and it keeps everything they ever logged intact for your records.

What archiving does

  • They lose access to BEHCA on your organization immediately. Next time they try to sign in or open the app, they won't see any of your profiles.

  • Everything they logged (daily entries, MAR doses, incident reports, comments) stays in your data. Their name still appears on those entries.

  • They move from the Staff Members or Guests tab to the Archives tab.

  • They can be restored at any time, which re-grants access.

Archiving someone

  1. Sign in at app.behca.com (US) or au.behca.com (Australia).

  2. Open Manage Team → Staff Members (or Guests).

  3. Click the person's name.

  4. Click Archive (sometimes labeled Deactivate).

  5. Confirm.

That's it. They're gone from your active team.

If their BEHCA login is shared with other organizations (for example, they have their own Family Plan), those are unaffected. They keep their login.

Restoring someone

Sometimes archived people come back. To restore:

  1. Open Manage Team → Archives.

  2. Find the person.

  3. Click Restore.

  4. Set their role and groups (or specific profile access for Guests) — these aren't always remembered from before.

They regain access immediately. They don't need to accept a new invite.

Permanently deleting someone

If someone insists their account be deleted entirely (under privacy laws like GDPR), this isn't a self-serve action. Contact support with the request, and an admin can permanently delete the account.

Important: deletion permanently removes the person's BEHCA login, including their access to other organizations. Use archive unless you really mean delete.

When to archive vs. just remove from a Group

If someone is moving teams within your organization (e.g. from Day Shift to Night Shift), don't archive — just change their Group membership. Archive is for people leaving the organization entirely.

Common questions

  • Will archiving remove their entries from reports? — No. Past entries stay in audit logs and reports under their name.

  • Can I see what an archived person logged? — Yes. Audit logs and dashboards still show their activity.

  • Will they be billed once they're archived? — Archived users don't count against your seat usage on most plans. Check with your Billing user if you're near a plan limit.

  • What if I archive a Manager? — They lose Manager access immediately. You may want to assign someone else to Manager first if they were the primary admin. See Adding a Manager.

  • Can the archived person still log into other organizations? — Yes. Archive only affects access to your organization.