Deactivate, reactivate, and delete employees

In this article you will learn how to use the redesigned employee overview, how to deactivate an employee instead of deleting them, how to reactivate a deactivated employee, and how to delete an employee once they are deactivated.

Contents

• Prerequisites
• The new employee overview
• Deactivate an employee
• What happens when you deactivate an employee
• Reactivate an employee
• Delete a deactivated employee

Fast lane

1. Go to Resources / Employees / Overview.
2. Open the three-dot menu in the row of the employee and select Deactivate employee.
3. Choose which future assignments to remove, then confirm with Deactivate.
4. To bring the employee back, open the three-dot menu and select Reactivate employee.

Prerequisites

To deactivate or reactivate an employee, your role needs the following permission:

Permission: Resources / Employees / Roles / Change employee activation status

This permission allows deactivating and reactivating employees. Assign it to the roles that should manage employee accounts.

The new employee overview

You find all employees under Resources / Employees / Overview. The overview gives you several ways to organise the list:

• Sorting: Sort the list by the available columns.
• Columns: Customise the view by choosing which columns are shown.
• Status filter: Filter the list by employee status, for example to show only Active or only Deactivated employees.

Deactivate an employee

Deactivating an employee removes them from active workflows but keeps their data for historical reporting. Use deactivation instead of deletion when an employee leaves but their past records still matter.

1. Go to Resources / Employees / Overview.
2. In the row of the employee, open the three-dot menu and select Deactivate employee.
3. In the dialog, choose which future assignments should be removed:
   • Delete employee out of future shifts
   • Delete employee out of future appointments
   • Delete employee out of future classes
   • Delete employee out of future tasks
4. Confirm with Deactivate.

If the employee is still assigned as a resource to a service, the deactivation is blocked with the message The employee is assigned to a service. Remove the resource assignment first, then deactivate the employee.

What happens when you deactivate an employee

• The employee status changes to Deactivated.
• The user account is deleted, so the employee can no longer log in.
• The employee profile becomes read-only and can no longer be edited.
• The employee no longer appears in selection lists for future operations, for example trainer selection or the shift plan. If you try to assign a deactivated employee to a future shift, the software shows the message The employee is deactivated and cannot be assigned to future shifts.
• Historical data such as time tracking, past appointments, and analytics stays unchanged.

Reactivate an employee

You can reactivate a deactivated employee at any time. The employee keeps their personal and work-related details, so you do not have to enter them again.

1. In the employee overview, filter by status Deactivated to find the employee.
2. In the row of the employee, open the three-dot menu and select Reactivate employee.
3. Confirm with Reactivate.

The employee status changes back to Active and the profile can be edited again.

Delete a deactivated employee

You can only delete an employee once they are deactivated. The delete action is available only for deactivated employees.

1. In the employee overview, filter by status Deactivated.
2. In the row of the deactivated employee, open the three-dot menu and select Delete.
3. Confirm the deletion.

Deleting an employee removes their record permanently. If you still need the employee for historical reporting, keep them deactivated instead of deleting them.