For Admins and Managers: Use this article to archive an authorised participant record when the participant is no longer active in your organisation.
Staff members who need a participant record archived or restored should contact their administrator. They should not archive participant records themselves.
Important: Archiving a participant may affect who can view the record, roster assignments, forms, service delivery, reporting, and participant access controls.
Open Participants
From the left navigation menu, go to People & Places.
Click Participants.
The Participants page will open.
Open the Participant Record
Use the Filter participants search field to find the participant.
Click the participant row to open their profile.
Make sure you are on the Profile tab.
Review the Participant Before Archiving
Before archiving, check that you have selected the correct participant.
Review key details such as:
First Name
Last Name
Case Manager
Branch
Group
Site
Access Status
This helps prevent archiving the wrong participant record.
Scroll to the Archive Section
Scroll to the bottom of the participant profile.
Find the Archive section.
This section explains that archiving removes the participant from active rosters and shifts, while keeping their historical records saved.
Important: Confirm that you selected the correct participant before archiving. Review any active services, rostered shifts, open forms, linked records, and access rules first.
Archive the Participant
Click Archive.
The participant will be removed from the active participant list.
After archiving, the participant should appear under the Archived tab on the Participants page.
Check the Archived Tab
Go back to the Participants page.
Click the Archived tab.
Search for the participant to confirm the record has been archived.
What Happens After a Participant Is Archived
When a participant is archived:
They are removed from the Active participants list.
They no longer appear for active roster or shift use.
Their historical records remain stored.
Past timesheets, invoices, and case notes remain available where applicable.
The participant can still be found from the Archived tab.
Important Notes
Only archive a participant when they should no longer be active.
Archiving does not delete the participant’s historical records.
Archived participants may still appear in historical reports, invoices, timesheets, and notes.
Check the participant record carefully before clicking Archive.
If the participant still needs to appear in active workflows, update their details instead of archiving them.
Archive a participant only when they are no longer active and the record should no longer appear in active participant lists.
Check for active services, rostered shifts, forms, linked records, and access rules before archiving.
Archiving keeps historical records but may change participant visibility and access.
Do not archive a participant to correct duplicate or incorrect details. Update the record or follow your organisation’s duplicate-record process instead.
Restore or reactivate a participant only through your organisation’s approved process.
Troubleshooting
If you cannot see the Archive section:
Confirm you are on the participant’s Profile tab.
Scroll to the bottom of the page.
Check that you have permission to archive participants.
Ask an administrator to review your role permissions.
If the participant still appears as active:
Refresh the Participants page.
Check the Active and Archived tabs.
Search for the participant by name.
Confirm the archive action was completed.
If you archived the wrong participant:
Contact an administrator or support team member.
Do not create a duplicate participant unless instructed.
Check whether the participant can be restored or reactivated through your organisation’s process.
If staff can no longer find the participant:
Ask them to check the Archived tab.
Confirm they have permission to view archived participants.
Search using the participant’s name.