Overview

If an employee leaves the organization, or accepts a position in the firm where their position/time is no longer tracked, they can be archived. Archiving an employee removes them from all active drop-down lists, but retains prior historical information, such as timecards. Only Authorized users (Super Admin and Administrator security roles) are able to Archive an Employee.

When an employee is archived in WorkSight Flow:

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.

Archived Employees can be reinstated by Un-archiving (restoring) them. Changes can then be made to the Employee Profile e.g., Phone Number, email address. see Archiving and Deleting Employees.

Steps to Verify Archiving

The following steps will assist a user to verify all future assignments, timecards and TOR transactions have been removed when an employee is to be archived in WorkSight Flow:

1. Time Off Requests:
   Run Report: Time Off – All Requests - displays the employee’s Time Off Requests (see below)

2. Employee Assignments:
   Run Report: Employee Assignments - displays all the Jobs an employee is assigned to (see below)

3. Archive the Employee in Settings>People

4. Follow-up:

   1. In Plan, review the schedule to ensure the employee is no longer assigned, and that the job they were previously assigned to persists, with no assigned employee.
   2. In Pay. review the Pay module to ensure that there are no future timecards remaining in the system for the employee
   3. Confirm the Archived Employee does not appear in the Employee drop-down list or in the Timecard List.

Time Off Requests

Time Off: All Requests Report

Run the Time off Request Report to get a comprehensive list of all TORs for the Employee for the date and duration specified. The report may be run from the date selected up to to one year in the future. It is recommended to apply filters prior to running the reports.

Reports can be run as an Advanced Search for all Areas/Groups in the organization or for a specific Area/Group chosen in the Navigation Pane.

To run the report:

1. Click on the Report module tab

2. Filter for the Employee(s):

   1. If the Employee works in multiple Areas/Groups,

      1. select Advanced Search in the Navigation Pane and remove the Area/Group filters

      2. specify the Employee(s) you wish to archive.
         Note: these filters are passed to the Reports Filter.

   2. If the employee has only ever been assigned in the one area/group combo selected in the Navigation pane, click in the Reports Filter in the Main Pane toolbar and specify the employee

3. Click on Time Off: All Requests

4. In the Report Module, select a date with a one year duration
   Note: This report may be run as many times as needed by changing start dates to ensure all future requests are identified.

5. Click on Run Report
   The report appears in the main pane.

   

    

6. Review the report and note date ranges of the TORs. It is a good idea to download the report for reference during the archiving process

Employee: Assignments

Employee Assignments Report

Run the Assignments Report to get a comprehensive list of all jobs the employee has been assigned to. Reports can be run as an Advanced Search for all Areas/Groups in the organization or for a specific Area/Group chosen in the Navigation Pane.

The Assignments Report lists all assignments for an employee:

• Past assignments are displayed in italics. Assignment end date < 'today' (i.e. date on which report is run). These assignments and associated timecards will remain in the system

• Future assignments are displayed in italics. Assignment start date > ‘today’

• Current assignment(s) are displayed in bold. Assignment start date <= ‘today’ AND
  assignment end date >= ‘today’

To run the report:

1. Click on the Report module tab

2. Filter for the Employee(s):

   1. If the Employee works in multiple Areas/Groups,

      1. select Advanced Search in the Navigation Pane and remove the Area/Group filters

      2. specify the Employee(s) you wish to archive.
         Note: these filters are passed to the Reports Filter.

   2. If the employee has only ever been assigned in the one area/group combo selected in the Navigation pane, click in the Reports Filter in the Main Pane toolbar and specify the employee(s)

3. In the Report Module, select a date with a typical duration for your organization. This report displays all past, present and future assignments, regardless of duration chosen

4. Click on Run Report
   The report appears in the main pane.
   e.g. Report run with an advanced search showing all assignments in the Organization:

   

   
   Report Run from a specific Area/Group:

   

    

5. Review the report and note the Areas/Groups for the current and future assignments. It is a good idea to download the report for reference during the archiving process
   
   

Archive Employee

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 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 Employee
   A Toast message appears that the employee has been successfully archived

Confirmation regarding Archived Employee

After Archiving the Employee, confirm the following with regards to Archived Employee:

• Archived Employee does not appear in the Employee drop-down lists

• Timecards will include archived employees when loading timecards that are in the past.

• Archived Employee name and timecards do not appear in any future Timecard List