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 organisation's Admin Dashboard. For an explanation of these roles, see User Management: Admins, Course Owners, and Facilitators Explained.
What archiving does: Archiving immediately removes the person's access to your organisation and stops them counting towards your System Admin or Facilitator seat limit. 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 User
Open your Cademy Admin Dashboard.
From the left-hand menu, select Users & Facilitators.
Select the user you want to archive.
Open the 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 user loses access to this organisation immediately and no longer counts towards its plan limits. Their access to any other Cademy organisations is unchanged.
The Users 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 assignments added directly to a course date and assignments inherited from a course or block. Cleanup also removes the user from block-level facilitator or owner defaults.
After archiving, the user's profile shows how many course dates need review because the start time is missing or invalid. Review those dates manually and confirm whether their start times and future assignments are correct.
Other changes made during cleanup
Cademy also removes the archived user from future operational areas connected to this organisation, 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
Archived users cannot be selected for new work or receive future operational notifications for this organisation.
History that remains connected to the user
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. Team-member history starts from 28 July 2026 and does not include user invitation or account-access emails. For message details, delivery statuses and resend instructions, see View Email History for Contacts, Team Members, Orders and Registrations.
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 user has been invited but has not completed their account setup.
Open Users & Facilitators.
Select the user with the Pending status.
Open the User actions menu.
Select Cancel Invite.
Review what will be removed and kept.
Select Cancel Invite to confirm.
The pending user 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 user:
Processing Cleanup: Cademy is still removing future operational assignments. Wait for this to finish.
Cleanup Failed: Select the user and choose Retry Cleanup.
Archived: Cleanup is complete and the user can be reactivated.
If cleanup fails, the user's access to this organisation remains revoked and they still do not count towards its plan limits. Retry Cleanup completes the remaining operational cleanup.
Do not create a replacement user 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 User
Open Users & Facilitators.
Open the Status filter and select Archived.
Select the user 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 user. Turn it off if no access email should be sent.
Select Reactivate User to confirm.
Cademy restores the same user identity with the role you selected. The user counts towards the current plan limit for that role.
If Send an access email is turned off, the user is reactivated but Cademy does not send them an email.
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 user back wherever they need future access or responsibility.
Reactivate by inviting the same email address
You can also open Users & Facilitators, select Invite User and enter the archived person's existing email address. When cleanup is complete, Cademy reactivates the existing identity using the role selected in the invitation.
If more than one team-member record uses the same email address, Cademy cannot choose one automatically. Use the Archived 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 keeps them as a no-login facilitator.
If they now need login access, use Invite User with the same email address and leave Send invitation email turned on.
Frequently Asked Questions
Do archived users count towards plan limits?
No. Archiving removes their active access to this organisation, so they stop counting towards the relevant System Admin or Facilitator seat limit. Reactivation checks the current limit before restoring access. For current allowances, see Cademy Pricing and Plans Explained.
Can an archived user still log in?
They cannot access the organisation where they were archived. If their Cademy identity has access to another organisation or a learner profile, 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 on your own user profile. If the person is the final System Admin, assign another System Admin before trying again.
Why can I not reactivate a user?
Reactivation is available only after cleanup is complete. If the user shows Processing Cleanup, wait. If they show Cleanup Failed, open their profile and select Retry Cleanup. Reactivation is also blocked when the current plan has no available seat for the selected role.
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 user and are not reassigned automatically. A System Admin can reassign any task that somebody else needs to complete.
Will an import reactivate an archived user?
No. Imports and synchronisation cannot automatically recreate active access, reactivate or assign an archived team member. Reactivate the correct user from Users & Facilitators first.
Does reactivation restore the user's previous assignments?
No. Reactivation restores access and the selected role only. Add the user back to any future courses, dates, recipient lists, groups, calendar settings or scheduled exports they need.