Archiving is a very flexible way to manage your user base - you may want to archive users if they have left the company, were added by accident, or work as temporary contractors periodically. Their recognition messages, badges and points will not be deleted, so you can always reactivate a user if they return to your organization at a later date.
It is not possible to delete a user from the Kudos® platform completely in order to keep the history of your reporting and organizational KQ intact.
To archive a user visit Admin Gear ⚙️ > User Admin > Users. Search for the user you need to archive and click Archive to the far right of that user.
You won’t be able to add another user with the same email address if you archive someone accidentally or if a user returns to your organization at a later date. The Kudos® platform identifies users by their email addresses, and while users can be in more than one organization's account with the same email address, the same email address cannot be used twice within the same account.
If a user returns at a later date, simply re-activate them by following the steps outlined in the next section, Reactivating a User.
For more information on how to re-use an email address, please see the "Email Has Already Been Taken" Error section below.
If you reactivate a user, their information, profile and history will be restored just as it was when they were archived. To reactivate an archived user go to Admin ⚙️ > User Admin > Users. Change the filter from Active Users to Archived Users Only and click the search button.
The user information will display; please note it will be greyed out, indicating they are archived. Click Activate:
A popup will appear with two options: Activate the user (their existing Redeemable Points will be reinstated) or Activate User AND Clear Redeemable Points.
Once activated, their previous password, messages, badges, profile information and points (if applicable) will be restored immediately.
If you need to archive or reactivate several users at once navigate to Admin Gear ⚙️ > User Admin > Users. Scroll down to Step 2 and click Export: Existing User Data, not Download Template, to export a copy of your current user data. The downloaded file will include any users, active and archived, that have ever been on your system. You can use filters on your spreadsheet program to help manage the data.
Once you have successfully downloaded your user data, you will need to edit the Archived column. Type the letter "Y" in the "Archived" column for each user you need to archive.
For users that were previously archived, you will see a date entered. Remove this date if you wish to reactivate a user.
❗️If you leave a cell in the Archived column blank, the system will reactivate the associated user.
When you're ready, upload your edited spreadsheet on the User Admin > Bulk Changes page in your Kudos® account.
Select the cell you'd like to match on (we recommend using "email" when archiving or activating users). Upload your file. The system will look for any changes and update users accordingly. Once the file has been processed, you will receive an email detailing the changes that were made.
The Kudos® platform identifies users by their email addresses, and while users can be in more than one organization's account with the same email address, the same email address cannot be used twice within the same account. If you try to add a new user with an email that already exists in the system, you will receive an error notifying you that the "email has already been taken". This means that the email address is in your account as either an Active or Archived user. Even if a user is archived, their email address cannot be used again to add a new user.
To solve this problem navigate to Admin ⚙️ > User Admin > Users. Change the filter from Active Users to Archived Users Only and click the search button.
Type the email address that you are trying to use in the search field and select the correct name from the list that will auto-populate. If this user is returning to your organization, click Activate to reactivate this user.
If you use a generic email for a user (for example, firstname.lastname@example.org) and have a new user take over the role, you may want to keep the previous user information intact for reporting purposes. In this case, you will want to edit the user information as shown above, but leave the name and employee information as is. Simply update the email address to include a modification (it does not need to be a valid email address as the account will not be used) - for example, you could set the email to email@example.com. This will make the valid email available for use for the new employee when you add them.
We hope this helps! If you have any questions, please reach out to us at firstname.lastname@example.org and one of our friendly team members will be happy to assist you.