How to Make an Employee Inactive

Updated February 10, 2026 21:25

Deactivating an employee in 7shifts removes their access while preserving their historical data for record-keeping and reporting purposes. Making a user inactive means:

They will be locked out of their 7shifts Account.
They won't receive further notifications from 7shifts.
Their contact, past punches and published shifts will remain for record-keeping purposes. Their information will be available for viewing on the Employee Timesheet Report.
They can be reactivated at any time from the Inactive page.

Things to know

Important: Ensure employees are accurately mapped before deactivation so they appear correctly in Tip Pooling reports and calculations.

Before doing this, it is recommended that you inform the Employee to download and export any documents they would like to retain.
Managers and Assistant Managers require the 'Can deactivate employees' permission to perform this action.
It is not possible to delete an employee profile. You must deactivate or archive the profile instead to maintain reporting integrity.
Deactivation does not automatically remove an employee from the schedule. They remain on the schedule for any week where they have assigned shifts.

Deactivate an employee

Log in to the mobile app as an Admin or Manager/Assistant Manager with permissions.
Tap on the More Menu icon > My Team.
Search and select the employee to expand their employee profile.
Tap Edit.
Scroll to the bottom of the page.
Tap Deactivate Employee.
Tap Deactivate Employee once more to confirm these changes.

Log in to the web app as an Admin or Manager/Assistant Manager with permissions.
In the left navigation bar, head to Team.
Click on the three dots beside the Employee's name and select Deactivate Employee.
Select a termination date, the reason for deactivation, and whether you would rehire that employee, and enter any comments that you may have. These details will be viewable by Admins, Managers, or Assistant Managers on the Inactive Employee page:
Click on Deactivate Employee.

Once the user is inactive, it's best practice to review the published schedule and the shifts that were originally assigned to them. Deactivating them will not automatically remove them from the schedule. Here's what you can look out for:

The user will be included in the current week's schedule and upcoming weeks if they still have active shifts to complete. However, once the week of their active shifts has ended, or if those shifts have been deleted and the schedule is republished, then they will be automatically taken off the schedule. To delete shifts, head to the Schedule page > click on the shift to expand its' details > click Delete.
If an inactive user has shifts scheduled for a future week but no shifts in the current week, they will not be included in the schedule until the week of their assigned shifts.
Inactive users will remain in previous weeks' schedules as long as their shifts are still in place on the Schedule page.

Want to deactivate multiple employees at once? This article shows you how using the Bulk Actions tool.

Manage scheduled shifts for inactive employees

After deactivating an employee, you must manually manage any remaining shifts on the schedule.

Employees remain visible on the schedule for the current week and future weeks if they have active shifts.
To remove an inactive employee from the schedule, you must delete their shifts and republish the schedule.
To delete a shift, go to the Schedule page, click the shift to expand details, and click Delete.
Inactive users remain on previous weeks' schedules where shifts were completed or assigned.

How to Reactivate an Employee
Managing Inactive Employees
Why is an inactive Employee still showing on the Schedule?
What happens to a Tip Pool if an employee is deactivated/inactive?