Archiving an Employee

From your

Applies to , ,


Archiving an employee removes that person from the schedule and revokes access to your workplace.

You can also archive an employee from your computer or iPhone/iPad.


  • You must have supervisor, manager, or admin access privileges to archive an employee.
    • supervisors can only archive users with employee-level access.
    • admins and managers can archive any users.
  • If an employee 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. Time sheet and payroll information is not deleted.
  • If you need to bring back an archived employee, check out our article on Reactivating Archived Employees.


  1. From the When I Work Scheduling app, tap Menu button in the top-left corner of the screen.
  2. Scroll down, then tap Employees.
  3. Tap on the employee you need to archive, then tap Trash button.Archiving an employee from Android using the trashcan icon
  4. Choose how you want to handle the employee’s future shifts.
    If the employee doesn’t have future shifts, you can skip this step.Deleting or move future shifts to open prompt

    • If you want to keep the shifts, tap Move future shifts to OpenShifts.
    • If you don’t need to keep the shifts, tap Delete future shifts.

The employee is archived from the account and schedule.

Updated on April 20, 2021

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket