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Archiving Users

Understand how to archive a user account and how archiving, deleting, expiry dates, and reactivation each affect your seat count. Available to administrators.

🆕 New feature: Administrators can now archive users — removing their access to Bodyswaps without deleting their account or losing their data.

Table of contents

What does archiving a user do?

Archiving a user blocks their access to Bodyswaps while keeping their account and data on record.

  • Archived users still appear in the Users area.
  • Archived users cannot log in to or launch Bodyswaps.
  • A user's progress and history are retained while archived — nothing is lost.

This gives administrators a way to suspend access but retain their data.

How to archive a user

  1. Go to the Users area.
  2. Next to the user you want to archive, select the three dots (⋯) menu.
  3. Select Archive.

To restore access later, reactivate the user from the same area. See Seat allocation rules below — reactivating can consume a seat depending on usage.

Seat allocation rules

Seat usage is tracked within each billing period. The length of your billing period depends on your agreement with Bodyswaps. You can add users up to your allocated seat limit. A user counts as "used" from the moment they launch their first session — not from when they first log in.

How each action affects your seat count:

  • Deleting a user: Frees up a seat only if the user hasn't used the app (launched a session) during the current billing period. If they have used it, the user is deleted but their seat remains counted until the next reset.
  • Archiving a user: Blocks app access without deleting the account. The same seat rules as deletion apply — the seat is only freed if the user hasn't used the app this billing period.
  • Reactivating a user:
    • If the user already used the app this billing period before being archived, reactivating them does not consume an additional seat.
    • If they hadn't used the app before being archived, reactivating them does consume a seat.

Setting an expiry date

Administrators can set an expiry date on a user's seat. After that date:

  • The user is automatically archived.
  • The same seat rules described above apply, as if the user had been archived manually.

User Refresh

View our Refresh Users article to understand more about resetting your user count.