Users: delete / archive / removing

When someone leaves your organisation you can archive them (which retains their record) and then delete them (which completely removes all trace).

 

Archiving

Head to USERS on the main menu.

Click the three dots next to the employee's name then select 'Archive user' from the drop down:

When you archive a user you'll be asked for their 'End date'.

If the employee has leave booked after their end date, Timetastic will prompt you to cancel them. Clicking this link takes you to their Calendar.

You'll also have the option to pro rata the user's allowance, which is useful when working out what's owed to, or by, the employee. 

Note: You can see details here on how we calculate the pro-rata.

If the user's end date is today or in the past, they'll be archived immediately.

If their end date is in the future, their profile will be scheduled to archive the day after. The leave date will be shown next to their profile:

and is also visible on their Calendar and the Wallchart:

A scheduled archive can be cancelled or edited by clicking the three dots next to the employee and selecting 'Archive settings'.

Once a user's profile has been archived, the employee will no longer be able to access Timetastic, however their leave data is retained for your records and they can still be viewed on your Users page.

To view your archived employees, filter your view options to 'Leavers':

 

Archiving in bulk

To archive more than one employee, tick the boxes to the left of your employees. An 'Options' menu will appear at the top of the page, select 'Archive' from the drop down.

 

Deleting

If you want to completely delete an archived employee's record, head to USERS and click the three dots next to the employee. Select 'Delete' from the drop down menu. 

The download link lets you export all data for the employee.

Click 'Delete user' to go ahead with the removal. All data will be permanently deleted for this user. 

 

Deleting in bulk

To delete multiple employees, use the tick the boxes to the left of your employees. An 'Options' menu will appear at the top of the page, select 'Delete' from the drop down.

The download link lets you export data for all of your employees.

Click 'Delete users' to go ahead with the removal. All data will be permanently deleted for these users.