Archiving a User

From your

Applies to , ,


Archiving a user removes that person from the schedule and revokes access to your workplace.

You can also archive a user from your computer or iOS device.


  • You must have supervisor, manager, or admin level access to archive a user.
  • If a user is archived, you can still access details about their past shifts and total hours through a schedule export. Check out Exporting Data for more details. Timesheet and payroll information are not deleted.
  • If you need to restore an archived user check out our article on Reactivating Archived Users.

Archive a user

  1. From the When I Work Scheduling app, tap More in the bottom-right corner of the screen.
  2. Scroll down, then tap Users.
  3. Tap on the user you need to archive, then tap Trash button.
  4. Choose how you want to handle the user’s future shifts.
    If the user doesn’t have future shifts, you will be prompted to confirm instead.

    • If you want to keep the shifts, tap Move future shifts to OpenShifts.
    • If you don’t need to keep the shifts, tap Delete future shifts.

The user is archived from the account and schedule.

Updated on August 14, 2023

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