When an employee leaves the organisation you do not delete them for good straight away — first you archive their account. Archiving takes away access to the app, hides the employee from the lists and frees up one licence, but all the data (shifts, time records) stays, so you can restore the employee at any moment. Only permanent deletion erases the account and the data irretrievably.

Employees can be archived and restored by the Organisation Administrator, the Advisor and the Location Manager. Permanent deletion is reserved for the Organisation Administrator and the Advisor alone.

Archiving an employee

Archiving changes the employee's status to "Archived". The employee loses access to the organisation, disappears from the lists and from planning, and their licence seat is freed up. The operation is reversible.

A single employee (from the row menu)

1. Go to the "Team" tab.
2. Find the employee on the list and click the three-dot icon at the end of the row.
3. Choose "Archive".

4. In the "Archive employee" window confirm with the "Archive" button.

The employee is moved to the archive and disappears from the default list.

Several employees at once

1. In the "Team" tab tick the employees you want (or tick everybody matching the filter).
2. In the bulk action bar open the "Change status" menu and choose "Archived".
3. In the confirmation window hold the "Hold to apply" button down.

Restoring an employee from the archive

Restoring an archived employee means setting their status back to "Active" in their profile. The account and the data come back as they were before archiving. Restoring takes up one licence — if every seat is taken, free a licence up first (archive another employee) or buy more licences.

1. Go to the "Team" tab and in the "Status" filter above the list tick "Archived" — the list will show the employees in the archive.
2. Next to the employee you want, click the three-dot icon and choose "Edit" (or use the pencil icon).
3. In the "Personal information" tab change the "Status" field to "Active".
4. Click "Save".

Permanently deleting an employee

Permanent deletion erases the employee and all of their data irretrievably — including shifts and time records. It is a different operation from archiving: it cannot be undone. Only an employee with the "Archived" status can be deleted permanently, and the option is visible solely to the Organisation Administrator and the Advisor. If the employee is still active, archive them first.

1. In the "Team" tab filter by the "Archived" status and find the employee.
2. Click the three-dot icon and choose "Delete permanently".
3. In the "Permanent deletion of an employee" window read the warning and hold the confirmation button down until the operation goes through.

Once it is done a message appears and the employee disappears from the list for good. You will find the same operation in the employee profile too — at the bottom of the "Personal information" tab of an archived employee there is a "Permanent deletion" section with a "Delete permanently" button.

The difference: archived and inactive

In the bulk "Change status" menu you can also set the "Inactive" status besides archiving. They are not the same thing:

• Archived — offboarding: the employee disappears from the lists and from planning, and the licence is freed up. Reversible by restoring.
• Inactive — a full team member status without access to the app: the employee can still be scheduled and still uses up a licence, and can be invited again.

More about all the statuses: Employee statuses and what they mean.

Updated on: 09/08/2026