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 ⚙️ > User Admin > Users. Search for the user you want to archive, and click Archive to the far right of that user. Unlike full deletions, 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. If a user returns at a later date, simply re-activate them by following the steps outlined in the next section, Reactivating a User.
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. 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 will come back just as it was when they were archived. Their old password, messages, badges, and any profile information will all be restored. As an Administrator, you have the option to choose whether or not their previous points received are restored.
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.
If you need to archive or reactivate several users at once go to Admin ⚙️ > User Admin > Users. Follow the instructions for downloading and reuploading your user data in this article: Editing User Information.
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 the users you want to archive. To reactivate users, delete the entire content in that column (It will be the date that they were archived if they were already archived). Next, re-upload your edited spreadsheet on the Bulk Changes page, as per the instructions in the linked article above. 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.
If the system tells you that the email address you're trying to add has already been taken, that means that the email address is in your account as either an Active or Archived user. 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. Even if a user is archived, their email address cannot be used again to add a new user.
To solve this problem go to Admin ⚙️ > User Admin > Users, then do the following:
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.
"Activate" that user. You're now able to edit the user's information in any way.
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.