Archive, remove, and restore people

Who can archive, remove, and restore?

People with the following permissions can archive, restore, or remove profiles:

Administrators can archive or restore any profile. They can only remove profiles they didn't create if an organization administrator changes the default settings.
Schedulers and editors can archive, restore, or remove profiles they created.
Folder and service type administrators can only archive people whose highest permission is viewer or scheduled viewer, but they can restore anyone.

Only organization administrators can archive or remove other organization administrators.

It's typically best to archive (rather than remove) profiles for these reasons:

Archiving prevents people from logging in, removes them from the team member list and chat conversations, and prevents them from being emailed, while still retaining their history in your account for reference purposes.
Archived profiles don’t count as “team members” against your Services subscription limit. Archiving people who aren't currently active allows you to add more people without upgrading or downgrading your account.
Archiving allows you to still view and restore a person's scheduling history, team assignments, and tags. Removing a person from Services also removes them from past plans in which they were scheduled, so you should only remove people who have never been scheduled.

To archive or remove a profile:

Select the People page in the top navigation.
Select a person's name to open their profile.
Select the Actions button in the top right.
Choose Archive or Remove… from the dropdown.
Choose which action you'd like to take:
- Select Archive to archive this person in Services. This action only affects their Services profile.
- Select Remove to permanently remove this person's profile from Services. This action only affects their Services profile.
- Select Delete, Set Inactive, or Merge to go to the People database. If you have the proper permissions in People, you can delete, set inactive, or merge this person's People profile, which affects their status in all Planning Center products.
Select the action button in the bottom right to complete the process.

You can view archived profiles by applying a filter on the People page:

Select the People page in the top navigation.
(Optional) Select the X in the filter bar to clear your default team filters if you need to pull up a profile outside of your team(s).
Select Filter in the top left to expand the filter menu.
Select the Permissions tab.
In the Highest Permission section, choose Exactly from the first dropdown and Archived from the second dropdown.
Apply additional filters to find archived profiles from specific teams or to search for specific names.
Select a person's name from the list to open their archived profile page.
(Optional) On their archived profile page, hover over the Archived status in the top right to see who archived this profile.

Select the People page in the top navigation.
(Optional) Select the X in the filter bar to clear your default team filters if you need to pull up a profile outside of your team(s).
Select Filter in the top left to open the filter sidebar.
Select the Permissions tab.
In the Highest Permission section, choose Exactly from the first dropdown, and then choose Archived from the second dropdown.
Apply additional filters to find archived profiles from specific teams or to search for specific names.
Select an archived person's name to go to their profile page.
Select the Actions button in the top right.
Choose Restore from the dropdown.
Select Restore in the popup to confirm.

When you restore an archived profile:

Their People and Plans, Songs, and Media permissions are set to scheduled viewer, and their file access is reset to the account's default permissions.
Any folder or service type permissions they previously had are lost and become Same as Parent.
Their team assignments and tags are restored.
Their previously saved annotations in Music Stand are restored.