Open Staff
From the left navigation menu, go to People & Places.
Click Staff.
The Staff page will open.
Find the Staff Member
Use the Filter staff search field to find the staff member.
You can also use Filters to narrow the staff list.
Click the staff member’s row to open their profile.
Review the Staff Profile
Before archiving, confirm that you have opened the correct staff member.
Review key details such as:
First Name
Last Name
Email Address
Phone Number
Branch
User Availability
Account Status
Position
Employment Type
Line Manager
This helps avoid archiving the wrong staff record.
Scroll to the Archive Section
Scroll to the bottom of the staff profile.
Find the Archive section.
This section is used when the staff member should no longer be active in the system.
Archive the Staff Member
Click Archive.
The staff member will be removed from the active staff list.
After archiving, the staff member should appear under the Archived tab on the Staff page.
Check the Archived Tab
Go back to the Staff page.
Click the Archived tab.
Search for the staff member to confirm the record has been archived.
What Happens When a Staff Member Is Archived
When a staff member is archived:
They are removed from the Active staff list.
They should no longer appear as an active staff member for new work.
Their historical records remain saved.
Past shifts, timesheets, notes, reports, and related records remain connected to the staff member where applicable.
The staff member can still be found from the Archived tab, depending on your permissions.
Important Notes
Only archive a staff member when they should no longer be active.
Archiving does not delete the staff member’s historical records.
Archived staff may still appear in historical shifts, timesheets, reports, and notes.
Check the staff profile carefully before clicking Archive.
If the staff member only needs temporary changes, update User Availability or Account Status instead of archiving.
If the staff member should no longer access the platform, review their Account Status and role access as part of your organisation’s process.
Troubleshooting
If you cannot see the Archive section:
Confirm you are on the staff member’s profile page.
Scroll to the bottom of the profile.
Check that you have permission to archive staff.
Ask an administrator to review your role permissions.
If the staff member still appears as active:
Refresh the Staff page.
Check the Active and Archived tabs.
Search for the staff member by name.
Confirm the archive action was completed.
If you archived the wrong staff member:
Contact an administrator or support team member.
Do not create a duplicate staff record unless instructed.
Check whether the staff member can be restored or reactivated through your organisation’s process.
If other users cannot find the archived staff member:
Ask them to check the Archived tab.
Confirm they have permission to view archived staff.
Search using the staff member’s name or email address.