How to deactivate an employee?

Deactivating an employee removes their access to the system and marks them as inactive.

This is used when an employee leaves the company or no longer needs access.

1. Find the employee

   • Go to People.

   • Use search or browse the list to locate the employee.

   • Click the employee’s name to open the profile.
     
     

2. Start deactivation

   • Click Deactivate employee (red button) at the top right of the profile.
     
     

3. Fill in the details

   • In the Deactivate employee window, set a Deactivation Date.

   • Choose a Deactivation reason.

   • Optionally check:

     • Remove from payroll group – removes the employee from the payroll group immediately. To access this employee's payroll information, go to the Deactivated Employees tab after accessing Payroll in the sidebar menu.

     • Clear schedule on deactivation day – removes their assigned schedule from the day of deactivation.
       
       

4. Confirm

   • Click Deactivate to finish.

   • You will need to type the name of the employee in question to confirm the deactivation.
     
     

The option to deactivate the employee does not appear

An employee with the Owner profile cannot be deactivated while they remain the company's Owner.

To check:

1. Go to People;
2. Click the columns icon in the upper-right corner;
3. Enable the Profile type column if it is not visible;
4. Locate the employee;
5. Confirm whether the profile type displayed is Owner.

If you need to deactivate the employee, first transfer the Owner profile:

1. Open the profile of the employee who will become the new Owner;
2. Click Actions;
3. Select Set as owner;
4. Confirm the transfer;
5. Verify that the new Owner can access the company;
6. Return to the former Owner's profile and deactivate the employee.

Tips or troubleshooting

• Removing the payroll group may impact payroll calculations; check with HR.

• Deactivation is irreversible; reactivation may require a new profile being created or using the Reactivate employee option.

Best practices

• Deactivate employees immediately after they leave to prevent unauthorized access.

• Document the reason for deactivation for internal records.

• Confirm with HR before clearing schedules and removing from payroll.

Frequently Asked Questions

1. Can I reactivate a deactivated employee? Yes, simply enable the "Show deactivated employees" option on the People page, then click on Reactivate employee after opening their profile.

2. Are historical punches deleted? No. Records remain in the system.