Crew & Guest - Archiving Crew & Guests

Overview

This guide explains how the archive and restore processes work, including additional system behaviors.

Archiving (Or Releasing) a person marks them as no longer active. Typically Crew are released when they are no longer employed onboard and guests are archived when you do not need quick access to their information.

How to Release Crew & Archive Guests

For Crew

1. Navigate to the Crew module

2. Open the crew member's detail form

3. Expand the speed dial and click the "Release Crew" button

4. In the Release Crew dialog:

   • Enter the release date (optional - defaults to current date if not specified)

   • Click "Release" to confirm

For Guests

1. Navigate to the Guests module

2. Open the guest's detail form

3. Expand the speed dial and click the "Archive Guest" button

4. Confirm the archive action in the dialog

Once Archived, Crew & Guests will no longer appear in results unless you check the “Show Released“ OR “Show Archived“ checkbox.

Cascading Effects

When a Person is Archived/Released, the following additional actions occur automatically:

Certificate Archiving

• All certificates and passports linked to the crew or guest are automatically archived.

User Account Deletion

• The crew member's user account is deleted from the authentication system

• This means:

  • The crew member can no longer log into the system

  • All active sessions are terminated

How to Restore Crew & Guests

1. Navigate to the Crew or Guests module

2. Enable "Show Released" OR "Show Archived" filter to see archived persons

3. Select the released person to open their detail form

4. Click the "Restore" action button

5. In the Restore Person dialog:

   • For crew members: Enter a new password

   • Click "Restore" to confirm

Cascading Effects

When a Crew member is restored, the following actions occur:

User Account Creation

• If a password is provided during restore, a new user account is created

• The username is generated as: firstname_lastname (lowercase, spaces replaced with underscores)

• The crew member can immediately log into the system with the new account

Note: Certificates are NOT automatically restored when a person is restored and should be manually un-archived if needed.

This prevents accidentally reactivating expired certificates