Archive People
Archive a person when they are leaving the organization or when you no longer need to assign them to projects.
Archiving them will retain all their data, but they will no longer be displayed on the planner by default.
Implications on Runn Charges when a Person is Archived
You are not charged for any archived person.
Once a resource is archived, their seat becomes available to use by others. The total number of resource seats in your subscription is managed by your admin (with Edit Account Settings and all Data is set as On) in the billing section.
Steps to archive a Person
From the People Planner > search for the person to be archived
Click on the 3-dot icon next to the person's name > select Edit Details
Click on the Contract tab
Input the Contract End Date
Click on the 3-dot icon below the star icon to the left of the side panel
Select Archive
⚠️ It is critical that you add a Contract End Date first before archiving the person. If you didn't add a contract end date, their capacity may be included in the calculation of utilization and capacity metrics in reports and insights after the person is archived.
⚠️ Please note that to archive a person, you’ll need to ensure they don’t have any future assignments. This includes removing all future assignments from tentative projects and project templates.
Archive multiple people in bulk
If you would like to archive multiple people at once, please take the following steps:
Identify the people to be archived and add a Person Tag "To archive" to the people
Remove all future assignments for the people
Go to Manage > People > click Bulk Edit > choose Fix your data
From the filter, select Archivable (all projects without future assignments will be listed here)
In the search box, enter the keyword "to archive" to filter for the people to be archived
Click on Archive all
Unarchive People
You can unarchive a person when needed for a current or future project. They will appear on the planner again once unarchived.
Implications on Runn Charges when a Person is Archived
You will be charged for the unarchived person who is now active.
An unarchived resource will automatically be assigned a seat if available. If no seat is available, a new one will be added at an additional cost, like if you were adding a new resource.
Steps to unarchive a Person
On the top menu bar, hover your cursor on Manage
Click People
On the right-hand side, find Filter and choose Archived
Find the archived person that you would like to make active
Click the 3-dot button and choose Unarchive
There is no way to unarchive people in bulk at the moment.