How archiving a profile affects your reports and data

How does archiving a profile affect my reports and data?

Archiving changes what someone can do from today onward. It does not erase what they already did.

Every hour they logged, every shift they attended and every form they submitted stays exactly where it was. What changes is where their profile shows up: most lists of people default to active profiles only, while reports about work that already happened still count them.

1. Does archiving delete any of their data?
No. Nothing is deleted.
An archived profile keeps all of the following:
  1. Hours logged, including hours you approved and hours logged off Vome
  2. Shift history, attendance and check in / check out records
  3. Form submissions and their statuses
  4. Sequence records and step history
  5. Notes, files, profile tags and custom field values
  6. Awards and recognition they already earned
This is the main reason we ask you to archive rather than look for a delete button. Archiving protects the history while removing the person from your day to day lists.

2. Which lists stop showing them?
Anywhere you pick a person to do something with, an archived profile drops out. That includes:
  1. The All active profiles & fields view in your database, and every custom view you have built
  2. The profile pickers used to add someone to a sequence, enroll them in a course, submit a form on their behalf, mass assign shifts or opportunities, send a shift call-out, or choose email recipients
  3. Your database group chat and your All members announcement channel, which exclude archived and offline profiles automatically
This is the point of archiving. Your team stops accidentally scheduling, emailing or chasing someone who is no longer with you.

3. Do my reports still include archived profiles?
It depends on what the report is about, and the split is a sensible one.

Reports about people exclude archived profiles by default, and give you a switch to bring them back. On the Questionnaire Responses, File Upload Dates and Sequence Completion reports, open the filter panel and turn on Include archived profiles. Archived rows are then shown and visually marked so you can tell them apart.

Reports about work that already happened keep the records either way. Reservation logs, check in / check out, shift lists and hours reports are built from shift records, and a shift record does not stop existing because the person was later archived. If someone worked 40 hours last year and you archive them today, those 40 hours are still in last year's numbers. That is intentional, and it is what keeps your year over year totals honest.

If a report total looks lower than you expected right after a round of archiving, check the Include archived profiles toggle before assuming data was lost.

4. What happens in Analytics?
Analytics treats archiving as a real event on a timeline rather than a disappearance.
  1. The Active Profiles figure counts everyone in your database who is not archived.
  2. The Profile Net Change chart plots new profiles against archived profiles, so you can see growth and attrition side by side.
  3. The Archived Profiles Over Time chart shows when people left.
  4. Retention counts someone as retained from their start date to their archived date, so archiving is what closes out their membership.
One thing to watch: a profile archived without an archived date on record cannot be placed on a timeline, so it is left out of those charts rather than guessed at. Archiving through Vome always stamps the date, so this only affects older or imported records.

5. Can I still find, open and export an archived profile?
Yes, all three.
  1. Go to your Database
  2. Open the view dropdown at the top of the table
  3. Under Default views, choose All archived profiles & fields
From there the profile opens normally, with a banner confirming it is archived. Two fields are worth adding as columns through Manage Fields:
  1. Archived Date, so you can sort by who left most recently
  2. Archived By, so you know which admin made the call
Exports work the same as on the active list, and an individual profile export includes the archived date on the document.

6. What if someone archived comes back?
Restore them, do not re-create them.

Vome will block a new profile using an email address that already belongs to an archived profile, and will tell you the person is in your archived list along with the date they were archived. The same guard applies when you add guests to a group reservation or add someone at a kiosk. Creating a second record would split their history across two profiles, which is exactly what you do not want.

7. Do archived profiles still receive notifications?
No, not by default.

Automated birthday notifications are the one place with a deliberate exception. When you set up a birthday notification you can turn on Include archived profiles if you want past members to keep receiving a birthday message. It is off unless you switch it on.

Summary
  1. Archiving never deletes data. Hours, shifts, forms, sequences, notes and tags are all kept.
  2. Profile pickers, custom views and database chats stop showing archived people automatically.
  3. People-based reports hide archived profiles by default and offer an Include archived profiles toggle.
  4. Shift, attendance and hours reports keep historical records regardless of archiving.
  5. Analytics counts archiving as the end of someone's membership rather than removing them from history.
  6. Switch to All archived profiles & fields to find, open and export archived profiles, and add the Archived Date and Archived By columns for context.
  7. If someone returns, restore the archived profile instead of creating a new one.