Archive/Delete Employees

When an employee leaves your organization, you can archive or delete their account. Archiving deactivates the employee while preserving all data. Deleting permanently removes all data.

Finding the Feature

Archive an Employee

You can find the archive function in the employee overview:

1. Go to Employees in the main menu
2. Find the employee you want to archive
3. Click the ⋮ three-dot menu on the right side of the row
4. Select Archive from the dropdown menu

Delete an Employee

You can delete employees in two ways:

Option 1: Via the three-dot menu (active employees)

1. Go to Employees in the main menu
2. Find the employee you want to delete
3. Click the ⋮ three-dot menu on the right side of the row
4. Select Delete from the dropdown menu

Option 2: Via the Archived tab

1. Go to Employees in the main menu
2. Click on the Archived tab
3. Find the employee you want to delete
4. Click the Delete button (trash icon)

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Archiving an Employee

What Happens When Archiving

Action	Description
Status	Set to "archived"
Login	The employee can no longer sign in
Future shifts	Existing shift assignments remain
Work areas	Assignment remains, but employee can no longer be scheduled
New shifts	Employee no longer appears when creating new shifts
Historical data	All data is fully preserved
Editing	Employee data can no longer be edited

You cannot archive yourself

For security reasons, you cannot archive your own account. Please ask another administrator to do this.

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Viewing Archived Employees

Archived employees are displayed in a separate tab:

1. Go to Employees in the main menu
2. Click on the Archived tab

Displayed Information

Column	Description
Name	Full name of the employee
Email	Email address
Location	Former location
Role	Last role (Employee/Administrator)
Archived on	Date of archiving

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Reactivating an Employee

You can reactivate archived employees at any time, for example, when a former employee returns.

Step-by-Step

1. Go to Employees → Archived tab
2. Find the employee you want to reactivate
3. Click the Reactivate button (arrow icon)
4. Confirm in the dialog by clicking Reactivate

What Happens During Reactivation

Action	Description
Status	Set to "active"
Employees tab	Employee appears in the active tab again
Login	Employee can sign in again
Work areas	Remain assigned and employee can be scheduled again
Shifts	Existing shift assignments remain

Requirement: Available Seats

Reactivation is only possible if your subscription has available seats. If all seats are occupied, an error message will appear with a link to settings to adjust your subscription.

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Permanently Deleting an Employee

Archived employees can also be permanently deleted. This action cannot be undone.

Step-by-Step

1. Go to Employees → Archived tab
2. Find the employee you want to delete
3. Click the Delete button (trash icon)
4. Confirm the deletion in the dialog

What Happens When Deleting

Action	Description
Shift assignments	All shift assignments are removed
Work areas	All work area assignments are removed
Employee data	All employee data is permanently deleted
Recovery	Not possible – data cannot be restored

Permanent deletion cannot be undone

When permanently deleting, all employee data is irrevocably removed. This action cannot be undone. Double-check that you have selected the correct employee.

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Practical Examples

Example 1: Employee leaves the company

Dr. Thomas Miller is retiring at the end of the month.

Procedure:

1. Wait until the last working day
2. Open Employees in the main menu
3. Click the ⋮ menu next to Dr. Thomas Miller
4. Select Archive
5. Confirm in the dialog

Result:

• Thomas can no longer sign in
• He can no longer be scheduled for new shifts
• All historical data remains available for reports

Example 2: Parental leave with return

Lisa Weber is going on parental leave for 12 months and will return afterward.

At the start of parental leave:

1. Archive Lisa – she can no longer be scheduled
2. Her seat becomes available in the subscription again

Upon return:

1. Go to Employees → Archived
2. Reactivate Lisa
3. Lisa can immediately be scheduled again

Benefit: All data and assignments are preserved.

Example 3: Remove test data

Test Employee was created for testing and should now be completely removed.

Procedure:

1. Archive the employee first
2. Go to Employees → Archived
3. Click the Delete button (trash icon)
4. Confirm permanent deletion

Result: All data is irrevocably deleted.

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Frequently Asked Questions

What is the difference between archiving and deleting?

Action	Archiving	Permanent Deletion
Reversible	Yes, through reactivation	No, irreversible
Shift assignments	Preserved	Deleted
Work areas	Preserved	Deleted
Historical data	Preserved	Deleted

Are vacation days deleted when archiving?

No. All absence data (vacation, sick leave, etc.) is preserved. Upon reactivation, this data is available again.

Can I see an archived employee in the schedule?

Archived employees no longer appear when assigning shifts. However, existing shift assignments remain visible in the schedule.

Can I create absence requests for an archived employee?

No, absence requests cannot be created for archived employees.

Why can't I reactivate an employee?

Your subscription has reached the maximum number of employees. Upgrade your subscription in settings to unlock more seats.

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Summary

Aspect	Archiving	Deleting
Employee data	Preserved	Deleted
Shift assignments	Preserved	Deleted
Work areas	Preserved	Deleted
Reactivation	Possible at any time	Not possible
User slot	Freed up	Freed up

Recommendation

Archive employees instead of deleting them. This preserves historical data for reports and statistics, and allows you to easily reactivate employees if needed.