All Collections
HR Management
Archiving/restoring an employee
Archiving/restoring an employee

This article explains how to archive an employee when he leaves the company and how to restore his file if he returns.

Eléonore Prudhomme avatar
Written by Eléonore Prudhomme
Updated over a week ago

The subjects covered in this article are :

  • Archiving an employee

  • Restoring an employee

👉 Check out this article, to find out how to manage employee contracts.

Archiving an employee

When an employee's contract has ended, the employee continues to appear on the schedule, so that you can extend the dates of the contract or create a new contract in the employee's file.

If an employee no longer works in your establishment, his file must be archived so that it disappears from the schedule.

Once archived, the employee also disappears from the list of active employees in the establishment.

💡When employees enter and leave the workforce on a regular basis (seasonal fixed-term contract for example) it is possible to archive their file at the end of their contract, and then restore them when they come back.

How it works

To archive an employee, go to the employee file in the Employees tab at the top of the screen.

Click on "Archive employee " in the top right-hand corner :

Fill in the date at which you want your employee to be archived.

Once you have determined the date at which he will be archived, he will disappear from the schedule at around 5a.m.

If the archive date is between Monday and Friday, the employee continues to appear until Sunday, but it will no longer possible to add a shift to this employee past the archive date. He will disappear from the schedule on the following Monday.

⚠️ If shifts were scheduled for the employee past the archive date, they are automatically deleted from the schedule and cannot be retrieved. However, if the Unassigned line is active on the schedule, the archived employee's future shifts will automatically be moved to the Unassigned line.

💡 When the employee is archived, all requests for absences, availability/unavailability and shift transfers are deleted.

Good to know

The list of archived employees can be found in the Employees tab > Archived tab. A red archived label differentiates archived employees from active employees.

  • The employee appears on the payroll report for one month following the archiving date.

  • The employee disappears from the schedule the week following the archiving date if it is from Monday to Friday.

  • If the employee has a ongoing contract, the end date of which goes beyond the archiving date: the contract ends on the archiving date.

  • Once the employee has been archived, they no longer have access to their Skello account.

  • Once the employee has been archived, the e-mail address entered in their file is deleted. It will have to be filled in again if the employee returns to work in your establishment.

💡If an employee present on a schedule template is archived: the shifts that were scheduled for the employee are scheduled as unassigned, when the option is activated in the schedule display.

⚠️ When an employee works in several establishments in the same organisation, he will be archived in all establishments. If he continues to work in one or more establishments, it is possible to remove his access from the establishment where he no longer works, without archiving it. 👉 Define an employee's main and secondary establishment(s)

Restore an archived employee

In the event of an error, or if the archived employee returns to the establishment's workforce, his file can be restored.

On the archived tab, click on "Restore employee". It will be effective immediately and the employee becomes active again and visible on the schedule.

⚠️ If the restored employee had a tracker of overtime compensation activated before being archived, it is reactivated when the employee is restored. The period during which the employee did not work is taken into account in the tracker : a manual change must be made when the employee returns, to reset the tracker to 0.

⏪ Back to the User Guide to read more articles

Did this answer your question?