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Archiving & Deleting Users

Owned by Rob Cruse
Last updated: Jan 24, 2023 by Former user (Deleted)
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Archiving Users

Archiving users is the recommended approach over deletion as the user records will be retained. It is important to note that once a user is archived, their records will generally be hidden by default in most modules of the system. They are accessible using filters.

Video: Archiving Users

Archiving a user automatically archives them from Lucidity HR and all other modules and also means the user can no longer log into the system. It is therefore important to archive users immediately once they have left the organisation to avoid unsolicited log ins.

To archive a user, from the User page:

  1. Use Filters as required to locate the relevant user

  2. Click 'Actions' to the far right 

  3. Click 'Archive'

     

     

  4. The user account will now be accessible from the Archived page within Access

     

  5. If the user returns to the business, they can be unarchived and all their access permissions and existing records will be reinstated.

  6. Users can be unarchived from the Archived page following the same steps as above

Deleting Users

Deleting Users

Deleting a user CANNOT be undone. Therefore, users should only ever be deleted in the event of a mistaken or test account. Archiving users is the recommended approach.

Any records associated with the user will remain, however the individual's name will be removed in most cases. This means Competency training records with no learner name, InForm form records with no respondent name, Incident issues with no employee name etc.

To delete a user, from the User page:

  1. Use Filters as required to locate the relevant user

  2. Click 'Actions' to the far right 

  3. Click 'Delete'

     

  4. Click 'Delete' in the confirmation box

     

  5. The users account and all associated records are now deleted