Archive Staff Member/Carer
You can archive or deactivate profiles for staff members who are no longer working in your organization. Archiving a staff member will free up a user licence, allowing you to add a new employee if needed.
To archive a staff member or carer, you must first access their profile page.
Navigate to Staff > List from the sidebar menu and click on the staff member you want to archive.
In the staff profile, click the red 'Archive' button at the bottom of the page.
You will see a confirmation message pop up. Click 'OK'.
A message confirming the action will appear.
Once a staff member is archived, they will no longer have access to their ShiftCare account, and their email address will become available for creating a new ShiftCare account.
Important: Archiving a staff member does not automatically reduce your subscribed staff seats. To avoid being billed for unused seats, please review your subscription and ensure the minus (–) button is greyed out and cannot be clicked anymore. This indicates that your subscription is already set to the minimum number of seats based on your currently active staff.
Unarchive Staff Member/Carer
To unarchive a staff member or carer, follow these steps:
Navigate to Staff > Archived from the sidebar menu.
Click 'Unarchive' beside the name of the staff member you want to reinstate.
The staff member will return to the Staff List, and you will be redirected to their profile page.
To export the list of archived staff, click the export button at the bottom of the screen and wait for the download link to be processed.
Frequently Asked Questions (FAQs)
Is the staff member notified when we archive their account?
No, they won’t be notified.
Why can't I archive my staff member?
If the user hasn't accepted their invitation or you created a new staff member without setting a password yet, they cannot be archived.
To resolve this issue, set a password for the user. Go to the staff member's profile page and click 'Manage'. Select 'Reset Password'.
Set a password for the staff member and click 'Change Password'.
You can now archive them normally.
I can't unarchive a staff member, and I get this error message: "Validation failed: Email has been taken by an active user." How can I fix this?
If you receive this error message when unarchiving a staff member, it means an active user already exists with this email address.
To resolve this issue, click 'here' in the pop-up message that will appear at the top of the screen. This will assign a temporary email address to the staff member and unarchive them.
You will automatically be redirected to the staff member's profile page. Click 'Edit' to change their email address and resend an invitation to join ShiftCare.
I can't unarchive a staff member, and I get this error message: "Validation failed: Number of users can not be greater than max subscription limit." How can I fix this?
If you see this error when unarchiving a staff member, it means you've hit your subscription limit for user licenses.
To resolve this, you can either:
Archive another inactive staff member (if available) to free up a user license.
Increase the number of user licenses in your account. Follow the steps in this article: Upgrading Your Subscription to Increase the Number of Staff Licenses.
For further assistance with Archiving and Unarchiving a Staff Member/Carer, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.