Managing Departing Agents - Archiving, Affiliating, and Re-recruiting
Once an agent has left your team, you'll need to remove them from the roster. Where they go all depends on whether or
not they left on good terms and if you ever want them back.
From the Retention screen, select an agent to open their profile. Click Move To in the upper right-hand corner.
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Can I bulk archive agents, and will that free paid seats?
Yes. In Retention > Team, select the agents you want to move and choose Move to > Archived from the bulk-action toolbar.
Archiving Agent or Affiliate users does not free paid user seats because those roles are no-cost and do not consume paid
seats. Only Admin and Staff roles consume paid user seats. If you need to free a paid seat, review Admin and Staff users
under Account Settings > Team Members.
If your roster is synced from an MLS or another recurring data source, choose Archived, not Delete. Archived records
keep their history, can match on a later import, and remain archived instead of being added back to Recruiting or
Retention. Use Delete only for records that were added by mistake or that should be removed from the UI.
If a Retention contact also has an Admin or Staff login, archiving the contact removes that team access. Confirm that
the person no longer needs that access before archiving.
Affiliate allows the agent to retain access to Brokerkit and their referrals and is great for agents moving on from your
office or team who may still be able to refer you leads. Marking them as an Affiliate helps filter them out of certain
mass communications.
Move to Recruiting will move them back to Recruiting, where you can set a new task to call on them later. They will no
longer have access to Brokerkit or their referrals. This is a great way to recover agents who left on good terms
expecting greener pastures elsewhere.
Archive will move them to the Archive, where they effectively become a dead lead and will no longer be contacted.
They'll no longer have access to Brokerkit and all campaigns will be automatically paused. Reserve this for agents that
are retiring or leaving on bad terms.
📝 Note: While an agent that's been archived or moved to Recruiting loses access to Brokerkit, the system won't remove
them as the referring agent on any leads. This is done on purpose - it's important for you to know if any potential
recruits have a relationship with a former agent and if their exit could sway the leads' decision to join.
Archive is one of three contact buckets (the others are Normal and Backlog). Archiving is always preferred over deleting
for agents who are not a fit or should not be contacted, because archived records keep their notes, labels, and history,
match on future MLS imports, and will not be re-added into Recruiting or Retention. For a full explanation of buckets,
see Understanding Normal, Backlog, and Archived Contact Buckets.
What happens to login access when I archive a Retention contact?
Short answer: Archiving the Retention contact removes their BrokerKit login access immediately and releases their team
role.
This is expected for a departing agent, but it can lock out someone who still needs access—especially if they archived
their own contact.
If the contact is still visible in Archived, you can use Unarchive or Move To > Normal to restore the contact. For a
Retention contact, unarchiving can recreate a basic Agent role from the contact's email, but it does not automatically
restore a previous Admin or Staff role. If Admin or Staff access is needed, say "talk to human" in the support chat or
email support@brokerkit.com so Support can restore the correct access.
If the contact is no longer visible in Archived, it was likely deleted. Deleted contacts are removed from the UI but may
still be recoverable by Support. Do not create a replacement contact first. Say "talk to human" or email
support@brokerkit.com. Include the contact's name and email, team name, whether the contact was in Recruiting or
Retention, the approximate deletion time, and the role that needs to be restored.
How to restore an archived contact
Use this self-service path only if the contact is visible in Archived:
1. Open the contact's profile and click Unarchive in the red banner.
2. Or open the Archived view, select the contact, and choose Move To > Normal.
3. The contact returns to the Recruiting or Retention pipeline it came from.
If the archived contact was also a Retention user, restoring the contact does not automatically restore a former Admin
or Staff role. Contact Support if the person needs those permissions or cannot sign in after the contact is restored.
After Restoring an Agent
When you restore an agent who was archived, they may not immediately see all contacts in the Recruiting or Retention
pipeline. This is because the view filter may be set to show only their assigned contacts.
To see all contacts in the pipeline:
1. Go to Recruiting (or Retention).
2. Look for the "My" / "Show all" filter near the top of the contacts list.
3. Select "Show all" (or "All") to view every contact in the account, not just your own.
The "My" filter shows only contacts assigned to you. The "Show all" filter shows every contact in your account
regardless of assignment. This is especially important for Admin and Staff roles who need to see the full pipeline.
💡 Tip: If a newly restored agent or staff member says they can't see everyone in the pipeline, ask them to check whether
their filter is set to "My" instead of "Show all."
Related Articles
- Understanding Normal, Backlog, and Archived Contact Buckets
- Why Did My Contact Status Change? (Relitix and Courted Imports)
- Managing Users and Permissions in Your Account
- Adding and Editing Individual Leads