Archiving lets you remove a user from day-to-day workflows without losing any of their historical data. Use it for parents who have left the school, retired staff, or any user who shouldn't appear in active dropdowns and searches but whose past orders, credits, and balances need to stay on the books.
What an archived user can no longer do
- Log in. Any login attempt shows a message directing them to the contact form. Active sessions are ended on the next request.
- Receive automated email reminders. This includes weekly order reminders, ACH-verification reminders, and new-message admin notifications.
- Have standing orders auto-placed. Existing standing-order records are preserved but skipped by the scheduled job. They will resume automatically if the user is unarchived.
Where archived users still appear
- All reports. Their historical orders, credits, balances, and posted-credit splits continue to show up on every report when those records fall within the report's date range.
- The Users page when the Status filter is set to "Archived". Archived rows have a light red background, and the description box at the top explains the state.
Where archived users do NOT appear
- User dropdowns and autocomplete on every admin page — including Post Credits, Credits, Misc Credits, Balances, Messages, Manage Orders, Standing Orders, Raise Right Orders, Draft Orders, Counter Sales, Mailings, User Groups, the search bar, and so on.
- User filter dropdowns on every report. The historical data still appears in the results — archived users just can't be picked from the filter list.
- The Users page by default. They only show when you explicitly select the "Archived" status filter.
- Mailings and notifications. Archived users are excluded from all recipient queries.
How to archive a user
From the Users list:
- Find the user.
- Click the action menu (⋮) on the right of their row.
- Click Archive.
From the user's Edit page:
- Open the user from the Users list.
- Scroll to the bottom of the page.
- Click Archive User in the box at the bottom.
A success message appears and the user is hidden from active views immediately.
How to unarchive a user
- Go to the Users page.
- Set the Status filter to Archived.
- Either click the action menu (⋮) on the row and choose Unarchive, or open the user's Edit page and click Unarchive User at the bottom.
The user's name reappears in dropdowns and searches on the next page load. They can log in again, receive reminders again, and any standing orders they have will resume on the next scheduled run.
Notes
- Archiving is fully reversible — there is no data loss. The only thing recorded is the timestamp of when the user was archived.
- The system-level user (ID 1) cannot be archived.
- If a user is archived while logged in, they are signed out automatically on their next request and shown the archived-account message.