Whats covered in this guide?:
Deactivate a staff profile
Deactivating a staff profile removes the employee’s access to Workforce and moves them off the active staff list. You can still see their past records, including rotas, timesheets, leave, and payroll and reporting information.
Deactivated staff aren’t treated as active staff, so they don’t get in the way of day-to-day rotas or timesheets.
Deactivate a profile manually
Go to Workforce > Staff.
Open the employee’s profile.
Select Deactivate profile.
Deactivate profiles automatically
Go to Settings > Notifications & Tasks > Scheduled Tasks and turn on Automatically Deactivate Employees.
Add an employment end date to the employee’s profile.
Profiles are deactivated automatically at 11pm on their employment end date.
📝 Note: Admin profiles are never deactivated automatically. Another admin needs to deactivate them manually.
What happens when a profile is deactivated
The employee can no longer log in to Workforce, the app or the Time Clock.
They’re moved off the active staff list.
Future rota shifts may become vacant.
Worked shifts stay on the rota for your records.
Past timesheets, rotas and leave records stay available.
You can still export their timesheets to payroll.
You can still open their profile from the deactivated staff list.
View deactivated staff
To view deactivated staff:
Go to Workforce > Staff.
Open the Tools menu.
Click Deactivated employees.
The Former Employees list opens. Click a name to open their profile and past records.
Reactivate a staff profile
To reactivate a staff member:
Go to Workforce > Staff.
Open the Tools menu and click Deactivated employees.
Click Reactivate next to the employee.
They move back to the active staff list.
⚠️ Important: After reactivating someone, check their profile and remove their employment end date if they’re staying on. Otherwise, automatic deactivation may deactivate them again.
Export deactivated staff
You can export deactivated staff from the deactivated staff list.
Go to Workforce > Staff.
Open the Tools menu and click Deactivated employees.
Click Former Employees Tools > Export Former Employees.
FAQs
Should I deactivate a profile before exporting their timesheets or after?
Should I deactivate a profile before exporting their timesheets or after?
Either. You can still export timesheets for a deactivated employee, so you can deactivate them when they leave and still include them in their final pay run.
Can I permanently delete a profile instead of deactivating it?
Can I permanently delete a profile instead of deactivating it?
No. Deactivating removes their access and takes them off the active staff list, but keeps their records. This protects past rota, timesheet, payroll and reporting records.
Can employees deactivate their own profiles?
Can employees deactivate their own profiles?
No. They need to ask their employer or a Workforce admin.
Will I still be billed for someone I’ve deactivated?
Will I still be billed for someone I’ve deactivated?
Employees who were active for at least 24 hours during a billing period are still counted on the invoice for that period, even if they’ve been deactivated. They’re not counted on later invoices. See How Billed Users Are Counted.
Why wasn’t someone deactivated on their end date?
Why wasn’t someone deactivated on their end date?
Check that Automatically Deactivate Employees is turned on, and that their employment end date is set on their profile. Profiles are deactivated at 11pm on the end date. Admin profiles are never deactivated automatically.
Why can’t I see a report for someone who’s left?
Why can’t I see a report for someone who’s left?
Reports set to Employee status: Active leave out deactivated staff. Set Employee status to All or Inactive.