How to Make an Employee Inactive

Updated November 06, 2024 15:59

This article will cover the process of making an employee inactive in 7shifts, including necessary permissions and the impacts of deactivating an employee. Before doing this, it is recommended that you inform the Employee to download and export any documents they would like to retain.

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.

Prerequisites

⚠️ Managers and Assistant Managers will require permission 'Can delete employees' to make an Employee's profile inactive.

⚠️ Before proceeding with deactivation, please ensure you have accurately mapped your Employees so that they appear in Tip Pooling reports and calculations.

⚠️ It isn't possible to delete an employee profile for reporting purposes. Instead, you can deactivate/archive the employee profile.

Deactivate an Employee

To make an employee inactive, use the tabs to change your viewing preferences through the mobile or web app:

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.

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?