Archive, restore or permanently remove a person

For: Teacher, Centre Manager, Super Admin

1. Centre Managers and Super Admins open Students & teachers, select the person and choose Archive account with a reason. Accounts with administrator or payroll access require a Super Admin. Teachers cannot archive accounts.
2. Archive stops sign-in and preserves records. Current account lists, registrations and student selectors exclude archived people. Use Archived students or Archived staff in Students & teachers. Teachers can use Archived students in Students & plans within their existing learning scope.
3. Restore an archived account when the person returns. It returns as blocked; deliberately enable access after checking the person's details and assignments. Alphabetical person lists make learners easier to find; chronological work and unread-message ordering retain their purpose.
4. To reclaim storage, a Super Admin opens an archived account and chooses Permanently delete personal data. Review the affected records, type the account code, give a reason and enter your current password and a fresh authenticator code. You cannot permanently delete your own identity.
5. Permanent deletion removes personal details, learner work, private conversations and private uploads in this centre. It cannot be restored in the app. The background worker removes files and shows progress; refresh the status page or reopen it from Recent permanent deletions in Archived accounts. If it stops before records are removed, reopen the preview. If only file cleanup failed, authenticate again to retry cleanup.
6. Anonymous financial usage, any payroll history and a minimal non-login reference remain for reconciliation and accurate spending limits. Shared courses, other people's work and the person's accounts in other centres remain. Finish live Quiz Together sessions first. Individual quiz answers are removed; shared team answers retain an anonymous author and no credit for the removed learner. Existing backups expire through the normal backup rotation.

Permanent deletion is separate from archiving. A changed account or unexpected data dependency stops deletion for review.

This guide explains the feature; reading it does not change any setting or grant access. Back to all help