🚨 Important: Disabling, archiving, or deleting a user does not remove their paid seat from your subscription. Please see Manage Seats for Users.
Quick Guide: Which Option Should I Use?
If you want to... | Use |
Prevent someone from logging in temporarily | Disable Access |
Remove a former employee from dropdowns and user selections | Archive User |
Change what a user can see or do | Edit User Roles |
Permanently remove a user from your account | Delete User |
Disable User Access
Disabling access prevents a user from logging into Swivel while preserving all of their data and assignments.
When to Use This
Temporary access suspension
User should no longer log in but may return later
Disable Access
Navigate to Settings > Users
Locate the user
Open the Action Menu
Select Disable Access
Confirm the action and click Save
✅ The user can no longer log in to Swivel.
Re-Enable Access
Navigate to Settings > Users
Locate the user
Open the Action Menu
Select Enable Access
Confirm and click Save
✅ The user can log in again immediately.
Enable Access and Send a New Login Invitation
If a user needs a new invitation email or has never completed their account setup, you can enable access and send a notification email at the same time.
Navigate to Settings > Users
Locate the user
Open the Action Menu
Select Enable Access
Check both:
Enable Access
Send Notification Email
Click Save
The user will receive a new email with instructions to access their account.
🔍 Tip: Enabling access alone does not send an email. Be sure to select Send Notification Email if the user needs a new invitation.
Edit User Roles & Permissions
User roles determine what areas of Swivel a user can access.
Update User Roles
Navigate to Settings > Users
Locate the user
Open the Action Menu
Select Edit
Update the desired role(s)
Click Save
Changes take effect immediately.
🔍 Tip: If you're unsure which role a user should have, see our User Roles & Permissions Guide.
Archive a User
Archiving removes a user from most user-selection lists throughout Swivel while preserving their historical data.
When to Use This
Employee has left the organization
User should no longer appear in assignment dropdowns
You need to preserve historical records
What Happens When a User Is Archived?
When a user is archived:
Login access is automatically disabled
Historical records remain intact
Existing assignments remain associated to the user
The user is removed from active user selection lists
The user's Swivel Calendar is removed from calendar picklists
You will no longer see their appointments on the calendar
Archive a User
Navigate to Settings > Users
Locate the user
Open the Action Menu
Select Archive
Confirm the action
Unarchive a User
Navigate to Settings > Users
Locate the archived user
Open the Action Menu
Select Unarchive
Confirm the action
Common Error: 403 Access Denied
If you attempt to enable access for an archived user, Swivel will return a 403 Access Denied error.
Resolution:
Return to the Users page
Unarchive the user
Enable access after the user has been restored
📌 Note: Unarchiving a user does not automatically restore login access. After unarchiving, you must separately select Enable Access if the user needs to log in again.
Delete a User
🚨 Important: Use with Caution as you cannot undo this action without re-inviting the user.
Delete a User
Navigate to Settings > Users
Locate the user
Open the Action Menu
Select Delete
Confirm the deletion
Best Practice: If you plan to restore a deleted user and want to preserve their historical record ownership, always re-invite them using the same email address that was associated with the original account.
Best Practice & FAQs
What is the difference between Disable, Archive, and Delete?
Action | Can Log In? | Appears in User Lists? | Historical Data Kept? |
Disable | ❌ No | ✅ Yes | ✅ Yes |
Archive | ❌ No | ❌ No | ✅ Yes |
Delete | ❌ No | ❌ No | ✅ Yes |
Former Employee Best Practice
For most organizations, we recommend:
Disable Access immediately when the employee leaves
Archive the User once responsibilities have been reassigned
Delete the User only if you no longer need the user account in your tenant
This approach preserves historical reporting while keeping your user lists clean.
Can you delete an account user with associated data in a tenant?
Can you delete an account user with associated data in a tenant?
Yes – Unlike the previous state where record deletion (including users) is guarded when data associations or relationships exist, deleting account users with and without associations are now allowed.
What happens to record data still associated to a deleted account user?
What happens to record data still associated to a deleted account user?
The deleted account user will still display in the respective data object user field (e.g. contact, event, appointment, opportunity, product, workflow, task).
Can you search or filter deleted account users still associated to record data?
Can you search or filter deleted account users still associated to record data?
No – Once a user is deleted, they are no longer available as a filter or search option within Swivel.
If you need to analyze records associated with a deleted user, export the data and filter within the exported file. Valid exports include: Contacts, Opportunities, Agent Commissions, Sales Report and Product Report.
Can I recover a deleted account user?
Can I recover a deleted account user?
Yes. To restore a deleted user:
Re-invite the user using the same email address
The user accepts the invitation
Swivel restores the user profile
Will historical data reconnect when I recover a deleted user?
Will historical data reconnect when I recover a deleted user?
Yes — as long as the user is re-invited using the same email address that was associated with their account before deletion.
Recovered Using the Same Email Address
If the user accepts a new invitation using the same email address that existed when the account was deleted:
✅ Historical record ownership is preserved
✅ Existing data associations remain intact
✅ The user will regain access to records previously associated with their account
Recovered Using a Different Email Address
If the user is re-invited using a different email address:
⚠️ Swivel treats the new email address as a completely new user account.
Any contacts, opportunities, appointments, tasks, products, workflows, or other records associated with the original email address will remain linked to the original user account and will not automatically transfer to the new account.
Related Articles