Overview

Archiving a user removes that person from the schedule, deactivates their user profile and revokes access to your workplace.

If you are a Payroll user you are prompted to set a termination date during the archive process.

Considerations

• You must have supervisor, manager, or admin level access to archive a user.
  • Supervisors can only archive users with employee level access that are assigned to the same schedules.
  • Admins and managers can archive any users.
• If a user is archived, you can still access details about their past shifts and total hours through a schedule export. Check out Exporting Data for more details. Timesheet and payroll information are not deleted.
• If you need to restore an archived user check out our article on Reactivating Archived Users.
• Contact our Customer Care Team if you need to run an off-cycle payroll for terminated users before the next pay day.

Archive a user

1. Hover over , then select Users.

2. Click that is corresponds with the user you’d like to archive.The Archive User prompt appears.
3. Choose how you want to handle the user’s future shifts:
   • If you want to keep the shifts, select Move future shifts to OpenShifts.
   • If you don’t need to keep the shifts, select Delete Future Shifts.
4. Click Archive User.
5. The user’s profile is deactivated and removed from the schedule.

Set a termination date

If you are using Payroll you are prompted to set a Termination Date:

1. Select the user’s Termination Date from the drop-down menu. The date you select here is the last day the user is working and getting paid for.
2. Choose how you want to handle the user’s future shifts:
   • If you want to keep the shifts, select Reassign to OpenShifts.
   • If you don’t need to keep the shifts, select Delete them.
3. Click Archive.
4. The user’s profile is deactivated and removed from the schedule and payroll.