Articles on: Team management

Employee statuses and what they mean

An employee's status shows what stage their account is at: whether they can log in, whether they use up a licence and whether they can be scheduled. You can see the status in the "Status" column on the team list and in the employee profile; you set some statuses by hand, while others are set by the system during the invitation process.

The five statuses

The system distinguishes five statuses. Each has its own badge colour on the list:

Inactive (orange) — the employee exists in the team but cannot log in. They can still be scheduled (you plan shifts for them) and they still use up a licence. This is a status in its own right, not just a "before the invitation" state.
Invited (blue) — the system invitation has been sent, the employee has not activated the account yet.
Pending (orange) — the account is waiting for the employee to complete activation.
Active (green) — the account has been activated, the employee can log in.
Archived (red) — the employee has been removed from the team: hidden from the lists, frees up the licence. Reversible — they can be restored.

The colour-coded status badge in the Status column of the team list

Manual and system statuses

Not every status is one you set yourself. In the employee profile (the "Personal information" tab) the "Status" field only lets you pick three values: Inactive, Active and Archived (plus the employee's current status).

Invited and Pending are system statuses — they appear automatically during the invitation and activation process and cannot be chosen by hand. You will only see them in the "Status" field when the employee currently holds that status.

Remember: once the invitation has been sent the status changes by itself — first to "Invited", and then, once the employee activates the account, to "Active". You do not set that by hand. How to send an invitation is described in Sending invitations and activating an account.

"Active" requires the account to be activated first

The "Active" option cannot be set until the employee has activated the account (set a password and an e-mail address). The entry is visible in the list at that point, but disabled, with the note "Requires the account to be activated first."

Important: for an employee to be "Active", first send them an invitation and wait for them to activate the account themselves. Switching the status to "Active" by hand does not replace activation.

Inactive vs Archived — the difference for licences

Both statuses mean the person cannot log in, but their consequences differ:

Inactive — the employee still belongs to the team, is visible on the lists, can be scheduled and still uses up a paid licence. Use it when you want to take away access to the app without removing somebody from the team — the employee can be invited again later.
Archived — this is offboarding: the employee disappears from the lists, stops being scheduled and frees up the licence. The operation is reversible (restoring requires a free licence).

Caution: setting the "Archived" status needs an extra confirmation (the "Archive employee" window). The status itself does not delete any data — permanent deletion is a separate operation. Full description: Archiving, restoring and permanently deleting employees.

Changing an employee's e-mail address automatically switches their status to Inactive (the account has to be activated again under the new address). The system will ask you to confirm that change.

The history of status changes

Next to the "Status" field in the profile there is a history icon ("Show user history"). It opens a window with a chronological record of the status changes — who changed it and when. That helps establish where the account activation got stuck.

Whether an archived employee still uses up a paid licence is explained in Do archived employees use up paid licences?.

Updated on: 09/08/2026

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