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](https://support.behca.com/hc/behca-support/articles/adding-a-manager).
- **Can the archived person still log into other organizations?** — Yes. Archive only affects access to your organization.

## Related articles

- [Editing a team member's role and permissions](https://support.behca.com/hc/behca-support/articles/editing-a-team-members-role-and-permissions)
- [Adding a Manager](https://support.behca.com/hc/behca-support/articles/adding-a-manager)
- [Transferring billing ownership](https://support.behca.com/hc/behca-support/articles/transferring-billing-ownership)