Deactivating an employee profile removes access for the employee and moves their profile to a separate deactivated staff list. You can still access the timesheet, schedule, and leave history for deactivated staff.
How to deactivate a staff profile
Profiles can be deactivated manually on the employee profile, or you can schedule a future date for the profile to be automatically deactivated.
Deactivate a profile manually
Navigate to Workforce > Staff and open the employee profile
Click the deactivate profile button located on the bottom right of the staff profile
Schedule automatic deactivation
Navigate to Settings > Notifications & Tasks > Automatically Deactivate Staff and turn on this task
Add an employment end date on the payroll tab of the employee profile
The employee profile will deactivate automatically at 11pm on the employment end date
Note: Admins users are excluded from automated deactivation processes as an access control. Admin accounts need to be deactivated by another account Admin.
What happens to deactivated profiles
Future scheduled shifts will become vacant, while already worked shifts will stay on the schedule to help you with record keeping
Workforce.com access via all portals including the employee Time Clock is removed
Timesheets can still be exported to your payroll software for a deactivated staff member
After you've deactivated an employee's profile you will still be able to view them within the Deactivated Staff list. You can find this by clicking on the Tools drop-down in the Staff page. Here you will see all of your deactivated (former) staff. When an employee is listed under Deactivated staff, you can still view their existing schedules and timesheets for historical records.
Reactivate Employee
To reactivate a staff member, navigate to the deactivated staff list and click their name to open the deactivated profile. In their profile you will find the deactivate button is replaced with a green Restore button in the bottom left hand corner:
Reactivating will add this employee back in the Staff page in Workforce.com as an active employee. Ensure that the employment end date is removed in the payroll tab.
How to transfer most of the data for your staff to a different site
To transfer most of the data for your staff, follow these steps:
Download the employee data CSV from the Workforce section. Navigate to Staff, select Tools, and then Export.
Delete any rows corresponding to staff who are not being transferred.
Ensure that the name, email, and password fields match those of the new profile.
Log into the new account, go to Workforce, select Staff, then Add Staff, and finally Import in Bulk.
Upload the amended spreadsheet, ensuring that the columns match their respective fields.
Please note that the NI number cannot be imported.
FAQs and Troubleshooting
Should I deactivate a profile before exporting their timesheets or after?
You can still export timesheets for a deactivated employee. This means you can deactivate their profile on the day they cease employment and you will still be able to export their last pay run to your payroll software.
Can I permanently delete a profile rather than deactivating them?
Deactivating the staff profile will have the same effect as deletion, however there will always be a record of that employee profile having existed. To ensure the security of your data, there is no button to completely delete an employee profile. Staff on the deactivated list are not charged for use and won't interfere with how you use Workforce.com.