Whats covered in this guide?:
Deactivate a staff profile
Deactivating a staff profile removes the employee’s access to Workforce and moves their profile out of the active staff list. Admins can still access historical records for deactivated staff, including relevant schedules, timesheets, leave, and payroll/reporting information.
Deactivated staff are not counted as active staff and will not interfere with day-to-day rostering or timesheet workflows.
How to deactivate a staff profile
Profiles can be deactivated manually from the staff profile. In some accounts, profiles may also be deactivated automatically based on the employee’s employment end date.
Deactivate a profile manually
Go to Workforce > Staff.
Open the employee’s profile.
Select Deactivate profile.
Schedule automatic deactivation
Go to Settings > Notifications & Tasks > Automatically Deactivate Staff.
Turn on the task.
Add an employment end date to the employee’s profile.
When the automatic deactivation task is enabled, the staff profile will be deactivated based on the employment end date.
Note: Admin users may be excluded from automatic deactivation for access-control reasons. Admin profiles should be reviewed and deactivated by another admin where required.
What happens when a profile is deactivated
When a staff profile is deactivated:
The employee can no longer access Workforce, including employee portals and the Time Clock.
The employee is moved out of the active staff list.
Future scheduled shifts may become vacant.
Worked shifts remain on the schedule for record-keeping.
Historical timesheets, schedules, and leave records remain available.
Timesheets can still be exported to payroll for a deactivated staff member.
The profile can still be viewed from the deactivated staff list.
View deactivated staff
To view deactivated staff:
Go to Workforce > Staff.
Open the Tools menu.
Select Deactivated Staff.
From this list, you can open a deactivated staff profile and review their historical records.
Reactivate a staff profile
To reactivate a staff member:
Go to Workforce > Staff.
Open the Tools menu.
Select Reactivate next to the deactivated staff.
Restoring the profile moves the employee back into the active staff list.
After reactivating a staff member, check their profile details and remove the employment end date if they should remain active.
Export deactivated staff
You can export deactivated staff from the deactivated staff list.
Go to Workforce > Staff.
Open the Tools menu.
Select Deactivated Staff.
Click Former Staff Tools > Export Former Staff.
FAQs
Should I deactivate a profile before exporting their timesheets or after?
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 when they finish employment and still export their final pay run to payroll.
Can I permanently delete a profile instead of deactivating it?
Can I permanently delete a profile instead of deactivating it?
No. Deactivating a staff profile removes access and moves the employee out of the active staff list, but keeps a record that the profile existed.
This helps protect historical schedule, timesheet, payroll, and reporting records. Deactivated staff are not treated as active staff and will not affect normal workforce management.