Why is this important?
Archiving a departing employee keeps a clean and accurate schedule. Restoring a reinstated employee facilitates his or her return without losing any information.
How do I archive an employee?
Archiving context
When a contract ends, the employee remains visible on the schedule to manage dates or create a new contract. If the employee is no longer working, you need to archive his or her file so that he or she disappears from the schedules.
For seasonal workers, archive their file at the end of their contract and restore it when they return.
How archiving works
Access the employee file via the Employees tab.
Click on “Archive employee”.
Select the archivingdate.
Archiving can be retroactive or programmed. The employee is archived on the evening of the chosen date.
After archiving, the employee appears until the following Sunday, but without the possibility of adding shifts.
Future shifts are deleted or moved to Unassigned if this option is active.
All requests for absences, availability and shift transfers are deleted on archiving.
To know more
Archived list: “Archived” tab in the Employees area.
Payroll report: Employee appears for one month after archiving.
Account access: Deleted after archiving.
E-mail address: this is automatically deleted during archiving and must be filled in again during restoration.
Schedule template: Shifts moved to Unassigned if enabled.
Archiving affects all establishments in the organization. Remove access without archiving if the employee works in several establishments.
How do I restore an archived employee?
How restoration works
In the event of an error, or if the employee returns to the establishment, restore his or her file.
Access the archived file.
Click on “Restore employee”.
Restoration is immediate and the employee becomes active again.
If additional hours compensation is activated: the hour tracker must be manually reset after restoration.
To find out more about managing employment contracts, see this article.
What should I do if my active employee doesn't appear on the schedule?
Check the employee file:
Go to the employee's file, in Personal information.
Scroll down and tick Show on schedule.
Check schedule filters:
Make sure the filter icon is not blue.
Deactivate all active filters.
Check contract data:
Make sure the contract start date is not in the future.