---
title: 5. Managing Users in TrackAble (Add, Edit, Archive, Restore, Delete)
description: Learn how to add, edit, archive, restore, and delete users in TrackAble. Includes step-by-step guidance on assigning classes, user permissions, behaviour admin settings, and GDPR-compliant deletion.
---
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# 5. Managing Users in TrackAble (Add, Edit, Archive, Restore, Delete)
## This guide explains how to add new users, update their permissions, archive former staff, restore returning users, and permanently delete user accounts in TrackAble. (Important: In TrackAble, classes are attached to users, and assessment frameworks are attached to classes. Understanding this relationship ensures users only see the information relevant to them.)
### **Accessing User Management**
1. Click the **Users** icon.
2. You will be taken to the **List Users** screen, where you can add, edit, archive, restore, or delete users.
### **1. Adding a New User**
> **Tip:** For security and accountability, every staff member should have their **own individual login**.
### **Steps to Add a User**
1. From **List Users**, click **Add User**.
2. Complete the following fields:
- **First Name**
- **Last Name**
- **Email Address**
- **User Group** (see the *Permissions* article for details)
3. Select the **classes** the user should have access to.
- Use **Toggle All** to select all classes (not recommended unless required).
- We advise giving staff access **only to the classes they teach**.
4. Additional user options:
- **Behaviour Administrator** → Receives an email whenever a behaviour incident is logged.
- **Newsletter Subscription** (administrators only) → Receive TrackAble updates.
5. To grant access to **individual pupils** outside their assigned classes:
- Type the first three letters of a pupil’s name in the *Choose by Name* field.
- Select pupils from the list displayed.
- Remove a pupil by clicking the **X** next to their name.
6. When finished, click **Save**.
### **2. Editing a User**
1. On the **List Users** page, click **Edit** next to the user’s name.
2. You will see the same screen used when adding a user.
3. Make the necessary changes:
- Name
- Email address
- User group
- Classes
- Individual pupils
- Behaviour admin or newsletter options
4. Click **Save**.
### **Password Note**
If a user already has a password, you will see a row of dots.
This is an encrypted placeholder — *it does not show the password length*.
### **Setting a Default Assessment Framework**
If the user is linked to a class with an assigned assessment framework, you can choose a **default framework** that appears first when they begin assessing.
### **3. Archiving a User**
When a staff member leaves your school, you should archive their account to remove access.
### **How to Archive**
1. On **List Users**, click the **down arrow** next to the Edit button.
2. Select **Archive**.
3. Confirm the prompt by clicking **OK**.
Their account is now inactive but still stored in your archive.
### **4. Restoring a User**
If a staff member returns to school:
1. Go to **List Archived Users**.
2. Click **Restore** next to the user’s name.
3. You will receive an **Action Successful** message.
4. The user will reappear in **List Users**.
5. They may need to use the **Forgotten your password?** option to reset their login details.
### **5. Deleting a User (GDPR Compliance)**
You may permanently delete a former user if required.
### **How to Delete**
1. Go to **List Archived Users**.
2. Click **Delete** on the right-hand side.
> ⚠️ **Warning:** This action is permanent and cannot be undone.
> Neither you nor the TrackAble team will be able to recover deleted users.
### **Need Help?**
If you require assistance or need adjustments made on your behalf, email:
**support@trackable.org.uk**
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