In this article you will learn:
When should I archive an employee?
What does archiving NOT do for my data?
Archive or Remove? Which option should I use?
How to correctly archive an employee?
When should I archive an employee?
- deactivation of an employee’s access to the platform
- blocking the creation of new assignments for this very employee
- no need to create a new account for the employee who returns to us (unarchive)
- maintaining data generated by a person
What does archiving NOT do for my data?
- does not end a person's contract
- does not end a person's assignments
- permanent deletion of the employee and the data he or she generated for us during work
Archive or Remove? Which option should I use?
By deleting an employee, you will perform a permanent, irreversible action. When you delete an employee, you will delete all the data that the employee has generated, including:
- assignments
- finance data
- work logs
- time offs
How to correctly archive an employee?
Follow the steps described in the article 👉 How to archive an employee?
What is the difference between user archiving and deletion?
When a user is archived, all data related to it remain intact. When a user is deleted, all data are removed. Archiving users is recommended when someone stopped working in your company. Why? Because, when you archive people:
- You don't lose any data related to them,
- You free up quota, so you can add a new person without increasing your subscription plan,
- You can re-archive such a person anytime (if you have available quotas)
Remember to end contract terms (in the person settings tab) first, adjust all allocations to the contract end date, and then archive them.
Deleting users is recommended only if you create a person by mistake or you want to FULLY ERASE all data related to this user (it will also affect organization timesheets, utilization, and project finances - basically all data that are somehow connected with this person). Deleting user also frees up quota.