When someone leaves, archive them. They can no longer sign in to your Avaza account, the roles they held are freed for someone else, and everything they did stays: their timesheets, expenses, tasks and comments.

Only Administrators can archive and restore people.

Archive a person

  1. Open Contacts and find the person on the Team tab, or on the Company Contacts tab for an external contact.

  2. Click the ⋮ at the end of their row and choose Archive, then confirm.
    The person moves to the Archived tab.

    Team list with the ⋮ menu open on Elena Rossi's row, showing Edit, Archive, Bulk Update Rates, Resend Invitation and Delete

Before you archive someone who tracks time, ask them to submit their draft timesheets. Once they're archived, nobody can submit their drafts from Timesheets until you restore them and give them the Timesheet/Expense User role again. Time they've already submitted can still be approved, and their approved billable time and expenses can still be invoiced. See invoicing archived people's time for the steps.

You can't archive yourself. You also can't archive the person chosen under Send replies to for automatic invoice reminders, in Settings › Invoice & Bill Settings. Choose someone else there first.

What archiving changes

  • Roles and sign-in: all their roles are removed, so they can't sign in. Any Timesheet/Expense User, Admin/Finance, Scheduling or Chat user they took is free to give to someone else. See user licences.
  • Projects: they stay a member of their projects, with their rates, but with Disabled Project Access. Avaza also switches off Timesheet entry allowed?, the project approver options and their task permissions (Create, Update, Delete, Comment) on every project.
  • Tasks: tasks already assigned to them stay assigned, so reassign any open ones. They can't be assigned new tasks while their access is disabled.
  • Approvals: they're no longer anyone's Default Timesheet Approver or Default Expense Approver.
  • Recurring work: their recurring expenses and the recurring tasks assigned to them are stopped. They're taken off the Send to list of every recurring invoice, and recurring invoices they saved last are sent in your name from now on.
  • Emails: scheduled reports they created stop, they stop receiving scheduled reports, and their reminder and notification emails are switched off.
  • Connected apps: apps they authorised with their Avaza login lose access.

Archiving doesn't change your bill. You pay for the users in your plan plus any add-ons, so to pay for fewer users, an Administrator reduces the add-ons in Settings › Avaza Subscription under Manage Plan Addons. See freeing and removing licences.

Restore an archived person

Restoring moves the person back to the Team or Company Contacts tab. Nothing else comes back on its own.

  1. In Contacts, open the Archived tab, click the ⋮ on the person's row and choose Restore.

  2. Open the person and tick their roles again under Assign Roles. Leave Send Email Invite to User ticked and click Save.
    They must accept the new invitation to sign in again. If you've reached a user limit, see why you can't assign a role.

  3. Turn their project access back on. On their Project Membership tab, set the status filter to Access disabled, select the projects and click Enable access.

  4. Click each project and tick Timesheet entry allowed?, the task permissions and any approver options they need, then click Save.
    Enable access doesn't bring these back. You can also do this in each project's settings, on the Members tab.

Restoring doesn't restart their recurring expenses, recurring tasks or scheduled reports, or switch their email notifications back on.

If you try to add the person again as a new contact, Avaza stops you with "The user is archived". Restore them instead. See project membership for more on the Project Membership tab.