Archiving an employee
If someone's left your workplace, you'll need to archive their employee record.
Follow the guide below on how to do this.
Steps
Step
From the site inbox, click the Switch to Manage Mode button.
Step
Click Employee records on the manage sidebar.
Step
Find the employee from the list and click on their name
Shortcut!
If you see the red Remove button next to the employee’s name in the list, you can click this instead to schedule the employee to be archived at the end of the day. You can then skip the remaining steps.
If you need to set a specific end date for the employee (for example, if their leaving date is in the future or was in the past), continue with the steps below.
Step
Click Edit in the top right
Step
Type the employee's leaving date in the End day field.
Info
The end day is the last day of working - the system will consider them as current up to midnight (UTC).
If you want an employee to be archived and their reminder tasks resolved immediately, set their End Day to yesterday or before.
For short-term contracted staff, you can pre-populate the End Day field in advance.
Step
Then click Save employee at the bottom of the page.
Open tasks related to the employee
After archiving an employee, you may still have open tasks linked to their record.
Reminder tasks
These will be handled automatically by the system and will resolve the day after the employee's end date.
Raised actions
These remain open and must be manually updated and resolved, including details of how the issue was addressed. This ensures there's a clear evidence trail if any follow-up action is needed after the employee has left, which is particularly important in the case of contentious leavers.
Tasks assigned to the employee
If a departing employee still has assigned tasks, an on-screen alert will appear with a direct link to those tasks once you enter the last working date.
To prevent these tasks from being 'dumped' back to the site inbox, they will remain assigned to the archived employee's record. This allows you to reassign and hand them over in a controlled manner. The notification will stay on the employee's profile until all tasks are reassigned.
