Home Managing Your Team 5. Archiving and restoring team members

5. Archiving and restoring team members

Last updated on Jul 06, 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 Archived Members 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) — https://app.behca.com/staff or /staff/guests.
  3. Click ARCHIVE on their row and confirm the dialog ("Are you sure you want to archive this member?" / "This member will no longer have access to BEHCA").
    (Alternatively, open their name first, then use the archive control at the bottom of the edit page — e.g. ARCHIVE THIS STAFF MEMBER.)

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 → Archived Members (/staff/archives).
  2. Find the person.
  3. Click RESTORE and confirm ("Are you sure you want to re-activate this member?").
  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

Removing or archiving a person from your organization never deletes their BEHCA login. They keep their account and any access they have with other organizations.

Permanently deleting a person's BEHCA login entirely (for example, under privacy laws like GDPR) is a separate, support-only request — there's no self-serve "delete" button in Manage Team. Contact support and an admin can handle it.

Good to know: a login can only be fully deleted once it's no longer tied to any organization. If the person is still a member, manager, guest, or billing owner anywhere, BEHCA won't delete the account until those connections are removed first. This protects shared logins from being deleted out from under other organizations.

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.

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