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Archive and delete users

  • Updated
Who can use this feature?
  • Only Admins can delete a person from the platform.

Teams change, and occasionally members of your team may come and go 🍂. 
Company admins can archive, unarchive and delete travelers from the People directory.

Archive user

Method 1

  1. Go to the People directory
  2. Search for the person you want to archive
  3. Click the three dots.
  4. Click Archive user in the dropdown.

Method 2

  1. Go to the People directory
  2. Search for the person you want to archive.
  3. Click on their name to open the panel.
  4. Scroll to the bottom and click Archive user.

Once a person's account has been archived, they will no longer be able to access their TravelPerk account and can't be selected as a traveler when creating a new trip. However, we preserve their past trip information on the reporting and trip pages.

Unarchive user

Method 1

  1. Go to the People directory.
  2. Go to the Archived tab.
  3. Search for the person you want to unarchive.
  4. Click the three dots.
  5. Click Unarchive User in the dropdown.

Method 2

  1. Go to the People directory.
  2. Go to the Archived tab.
  3. Search for the person you want to archive.
  4. Click on their name to open the panel.
  5. Scroll to the bottom and click Unarchive User.

Once a person's account has been unarchived, they regain access to their TravelPerk account and can be selected as travelers when creating a new trip. They also retain the same personal and company settings they had before being archived. 

Archived users and automated user provisioning integrations

SCIM (both the Azure/OKTA integrations and the API implementation)

  • Users can be archived on the platform, but if they are still considered active by their Identity Provider, in the next sync, their information will be updated and the user will be marked as active. Identity Providers are the single source of truth in this case, and they will override a manual Archive.

BambooHR

  • Users can be archived on the platform but unarchiving in BambooHR will not automatically unarchive in TravelPerk.

Delete user

If you want to delete a traveler from your company:

  1. Go to People Directory
  2. Search for the user’s account you want to delete.
  3. Click on their name to open the panel
  4. Scroll down to the Botton and click Delete user. 

Once a person’s account has been deleted:

  • All the personal data linked to the account will be deleted where possible - We may retain personal data in order to comply with the legal obligations that may arise from the relationship with us, as well as, where appropriate, to comply with legal requirements. We maintain specific retention policies and procedures so that such data is deleted or anonymized after a reasonable time and according to the statutory retention periods.
  • They will no longer be able to access their TravelPerk account
  • It will not be possible to select them as a traveler when creating a new trip. 
  • You won’t be able to access their past trips. 

This action is IRREVERSIBLE. Once a user is deleted, they can not be "brought back". Be extremely cautious with this and only do it when it's absolutely certain you want to. Once you delete the user, their username can be re-used for another user if needed.

If you are an admin that wants to delete your account:

  • Ask another admin from your company to delete your account via People Directory. 

If you are a traveler that wants to request the erasure of your personal data:

  • Request a deletion of your account to an admin of your company. 

Once the deletion has been completed we will be back in touch to confirm the request. 

Please note: If you don’t want to delete the account you can archive it. This way the account will be deactivated and can be activated whenever you need to. 

Note: Deleting a user is compliant with GDPR rules of right to erasure.

 

Bulk archive, unarchive and delete users

You can archive, unarchive or delete multiple people at once:

  1. Go to the People directory.
  2. If unarchiving or deleting, go to the Archived tab.
  3. Select the people you want to archive/unarchive/delete using the checkbox.
  4. Click Archive/Unarchive/Delete at the bottom of the screen.

Tips:

  • You can also select people by holding the shift key while clicking on the row.
  • You can select people on different pages and all selections (regardless of the page they are on) will be actioned when you archive, unarchive or delete.

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