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 Android phone.


  • 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 Staff Scheduling app, tap More icon in the bottom-right corner of the screen.
  2. Scroll down, then tap Employees.
  3. Tap on the employee you need to delete, then tap Edit in the top-right corner.Employee profile edit option
  4. At the bottom of the screen, tap Archive Employee.archive employee option
  5. Choose how you want to handle the employee’s future shifts.
    If the employee doesn’t have future shifts scheduled, you can skip this step. message to delete shifts or re-assign to open
  • If you don’t need to keep the shifts, tap Delete All Shifts.
  • If you want to keep the shifts, tap Move Shifts to OpenShifts.

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