Archiving and Deleting Employees

WorkSight Flow won’t allow you to delete employees that have tracked time. Instead, Administrators can archive them. An archived employee's data remains intact and accessible for reports and timecards. Restoring that person is easy and possible at any time.

If a person doesn’t have any time entries, an Administrator can either archive them or delete them from your account. This link provides more information about the difference between archiving and deleting in WorkSight Flow.

How to Archive a Person

Administrators can archive people who have tracked time.

Archiving an employee removes them from all active drop-down lists, but retains prior records.

1. Click your profile photo. In the drop-down menu, select “Settings”

2. In the Sidebar, select People
   The Main Pane will now show a list of Active employees for the organization

3. Search for the employee

4. To edit an Employee, click the pencil (edit) icon in the bottom left corner of the Employee cards, or click on their row in the list.
   The Right Pane will now display the People: Editing Employee details pane

5. Click the More Options menu (three-dot icon) in the right pane
   

6. Select Archive
   The Archive Employee As Of Date dialog box appears:
   

7. Enter the As Of Date. All transactions up to that date are maintained .

8. On Save, a confirmation dialog box appears
   
   The user is required to enter the Employee Name and click Yes before the Employee can be successfully archived.
   A Toast message appears that the employee has been successfully archived

9. When the Archive employee dialog is confirmed:
   1. The Employee is unassigned from their job(s).
   2. All future Timecards, Assignments and Time Off Requests for the Employee are deleted from WorkSight.
   3. A new job(s) is created for the original Occupation/Shift Pattern(s) with no employee assigned.

How to Restore an Archived Person

Archived Employees can be reinstated by Un-archiving (restoring) them. When the fields are not editable in the Settings right hand pane, More Options>Unarchive is always available to allow the user to restore an employee to active status. After changes have been made and saved, the employee will appear in all drop-down lists as an active employee. If this is not the case, the employee should be Archived again.

You can restore an archived person at any time. To do this:

1. Click your profile photo. In the drop-down menu, select “Settings”

2. In the Sidebar, select People
   The Main Pane will now show a list of active employees for the organization

3. To see only previously Archived Employees, click on the filter and choose Archived Only.

   

4. If necessary, search for the employee in the Search box.

5. To edit an Employee, click the pencil (edit) icon in the bottom left corner of the Employee cards, or click on their row in the list.
   The Right Pane will now display the People: Editing Employee details pane

6. Click the More Options menu (three-dot icon) from the right pane

7. Select Unarchive
   A Toast message appears that the employee has been successfully archived

How to Delete a Person

Administrators can delete a person if they don’t have any time allocated to them in the schedule or timecards in the system.

If you create an Employee in error or decide it’s unnecessary, you can delete it. If the Employee has been specified in a timecard, they cannot be deleted but can be archived.

1. Click your profile photo. In the drop-down menu, select “Settings”

2. In the Sidebar, select People
   The Main Pane will now show a list of employees for the organization

3. Search for the employee

4. To edit an Employee, click the pencil (edit) icon in the bottom left corner of the Employee cards, or click on their row in the list.
   The Right Pane will now display the People: Editing Employee details pane

5. Click the More Options menu (three-dot icon) from the right pane

6. Select Delete People
   A Toast message appears that the employee has been successfully deleted.