This article is for System Admins who need to remove a team member's access without deleting the history connected to them, or restore the same person later.
A team member can be a System Admin, Course Owner or Facilitator with access to your business account's Admin Dashboard. Cademy’s screens call a team member a user. For an explanation of these roles, see Invite Team Members and Manage Their Access.
What archiving does: Archiving immediately removes the person's access to your business account and stops them counting towards your plan’s allowance for team members. It keeps their identity and historical records instead of deleting them.
Important: Only a System Admin can archive or reactivate another team member. You cannot archive yourself or the final System Admin. Assign another System Admin first if required.
Archive an Active Team Member
Open your Cademy Admin Dashboard.
From the main menu, select Users & Facilitators.
Select the team member you want to archive.
Open the three-dot User actions menu in the top-right corner.
Select Archive User.
Review the information under Will be removed and Will be kept.
Select Archive User to confirm.
The team member loses access to this business account immediately and no longer counts towards its plan limits. Their access to any other Cademy business account is unchanged.
With Status set to Archived, the Users & Facilitators list shows Processing Cleanup while Cademy removes future operational assignments. When this finishes, the status changes to Archived.
What the confirmation shows
Will be removed | Will be kept |
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The future-date count includes dates where the person themselves is assigned, either directly or through a course or block. Cleanup also removes the person from block-level facilitator or owner defaults. The cutoff is the time you archive the team member, not the time a delayed cleanup or retry runs.
After archiving, the team member’s profile shows a count if course dates need review because their start time is missing or invalid. This warning does not provide a list of those dates. Contact Cademy Support with the team member’s name, account name and displayed count to identify the records before changing them.
Other changes made during cleanup
Cademy also removes the archived team member from future operational areas connected to this business account, including:
User groups
Admin Email Recipient lists and contact-form routing
Conversation ownership
Default calendar attendance
Scheduled export recipients where the person was selected as a team member
Archiving removes the team-member selections listed above. It does not remove an email address entered separately as a scheduled-export recipient. Check Settings > Exports > Scheduled Exports and its RECIPIENTS column for separately entered addresses. If the column shows a recipient count, hover over it to see the names and email addresses. The Scheduled Exports list has no option to edit a schedule’s recipients. To stop exports going to such an address, delete the schedule and, if the export is still needed, create it again without that address; see Export Data or Schedule an Export. Do not assume archiving unsubscribes that email address from every export.
Archiving does not revoke API keys. A key belongs to your business account and keeps working until it is revoked, whoever created it. If the archived person knows a key, a System Admin can revoke it under Settings > API Keys and create a new one. For the steps, see Create and Manage API Keys. The API Keys page can be used only when your plan includes API keys; for what each plan includes, see Understand Cademy Plans, Limits and Fees.
History that remains connected to the team member
The archived person's name remains connected to historical information, including past or started course dates, tasks, orders, bookings, registrations, notes, messages and audit history. Historical screens can show their name with (Archived).
System Admins can still check emails recorded for an archived team member. Open Users & Facilitators, select Archived from the Status filter, open the team member and select Messages. For message details and delivery statuses, see Find Sent Emails and Check Delivery Status. Before you select Resend on one of these messages, see Resend or Forward an Existing Email.
Open tasks are kept, but Cademy does not automatically reassign them. Reassign any task that another team member needs to complete.
Cancel and Archive a Pending Invitation
A pending team member has been invited but has not completed their account setup.
Open Users & Facilitators.
Select the team member with the Pending status.
Open the three-dot User actions menu.
Select Cancel Invite.
Review what will be removed and kept.
Select Cancel Invite to confirm.
The pending team member is archived and their invitation no longer gives them access. Their record can be reactivated later.
Check Cleanup and Retry a Failure
Open Users & Facilitators.
Open the Status filter and select Archived.
Check the status shown for the team member:
Processing Cleanup: Cademy is still removing future operational assignments. Wait for this to finish.
Cleanup Failed: Select the team member and choose Retry Cleanup.
Archived: Cleanup is complete and the team member can be reactivated.
If cleanup fails, the team member's access to this business account remains revoked and they still do not count towards its plan limits. Retry Cleanup queues another cleanup attempt. Check the status again; the retry is complete only when the team member shows Archived. If it fails again, contact Cademy Support with the team member’s name, account name, Cleanup Failed status and any error message displayed.
Do not create a replacement team member with a different email just because cleanup is still processing. Wait for cleanup to finish or use Retry Cleanup so the same identity and history remain connected.
Reactivate an Archived Team Member
Open Users & Facilitators.
Open the Status filter and select Archived.
Select the team member whose status is Archived.
Select Reactivate User.
Under Role, choose System Admin, Course Owner or Facilitator.
Leave Send an access email selected if Cademy should notify the person. Turn it off if no access email should be sent.
Select Reactivate User to confirm.
Cademy restores the same identity with the role you selected. The team member counts towards the current plan limit for that role. Return to Users & Facilitators. The Status filter opens on All, which now lists that team member; open them to check their role and status. A pending identity still needs to complete account setup; an imported Facilitator without a login remains without login access.
If Send an access email is turned off, Cademy does not send a reactivation email. If it is on, check that the person receives the email. Reactivation can succeed even if that notification fails, so a missing email does not establish that access was not restored. Imported Facilitators without a login do not receive an access email through direct reactivation.
Future work is not restored: Reactivation does not restore course defaults, future course-date assignments, recipient lists, groups, calendar attendance or scheduled export recipients removed during archiving. Add the team member back wherever they need future access or responsibility.
Reactivate by inviting the same email address
Use this alternative if you are already using the invitation form to add a returning team member. For an archived record you have already found, use Reactivate User instead. Cleanup must be complete in either case.
In the Admin Dashboard, open Users & Facilitators and select Invite User.
Enter First Name, Last Name and the person’s existing Email. Choose the required User Role.
Choose whether to send an email using Send invitation email, then select Invite.
Return to the Users & Facilitators list. The Status filter opens on All, which lists active and pending team members but not archived ones. Find and open that person and check the role and status; an existing identity is reused rather than restoring its old assignments.
If Cademy shows Multiple Team Members Use This Email, return to Users & Facilitators, select Archived in the Status filter and reactivate the correct record directly.
Imported Facilitators without login access
If a Facilitator was created by an import without Cademy login access, Send an access email is off by default when you reactivate them. Direct reactivation restores the selected role but does not create login access.
If they need login access, return to Users & Facilitators, select Invite User, enter their existing email address and required name details, choose their User Role and leave Send invitation email on. Select Invite. Ask them to follow the invitation and complete login setup; sending an invitation alone does not prove that setup is finished.
Frequently Asked Questions
Do archived team members count towards plan limits?
No. Archiving removes their active access to this business account, so they stop counting towards the admin allowance, which System Admins and Course Owners share, or the separate Facilitator allowance. Reactivation checks the current limit before restoring access. For what each plan allows, see Understand Cademy Plans, Limits and Fees.
Can an archived team member still log in?
They cannot access the business account where they were archived. If their Cademy login has access to another business account or to a Student Profile, the learner side of Cademy, that separate access remains unchanged.
Why can I not see Archive User?
Only System Admins can archive other team members. The action is also unavailable when you open yourself in Users & Facilitators. If the person is the final System Admin, assign another System Admin before trying again.
Why can I not reactivate a team member?
Reactivation is available only after cleanup is complete. If the team member shows Processing Cleanup, wait. If they show Cleanup Failed, open their profile and select Retry Cleanup. Reactivation is also blocked when the current plan’s allowance for the selected role is already used.
What should I do if the archive confirmation cannot check assignments?
Close the confirmation and try again. Cademy does not let you confirm the archive while the assignment check is unavailable.
Are open tasks deleted or reassigned?
No. Open tasks remain connected to the archived team member and are not reassigned automatically. A System Admin can reassign any task that somebody else needs to complete.
Will an import reactivate an archived team member?
No. Imports and synchronisation cannot automatically recreate active access, reactivate or assign an archived team member. Reactivate the correct team member from Users & Facilitators first.
Does reactivation restore the team member's previous assignments?
No. Reactivation restores the business account membership and selected role. It does not create a login for an imported Facilitator who did not have one. Add the team member back to any future courses, dates, recipient lists, groups, calendar settings or scheduled exports they need.