Managing Inactive Employees

If an employee is no longer working under your business regularly, you may wish to make their user profile inactive. Before doing this, it is recommended that you inform the Employee to download and export any documents they would like to retain.

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

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.
  • They can be reactivated at anytime from the Inactive page.
  • They will be excluded from Tip Pools and Tip Pooling reporting. Click here to learn more about this.


Making an Employee inactive

⚠️ Managers and Assistant Managers will require the Manager Permission 'Can delete employees' in order to make an Employee's profile inactive.
  1. In the left navigation bar, head to Team:

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  2. Click on the three dots beside the Employee's name and select 'Deactivate Employee.' 



  3. 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:

    Screenshot 2023-12-07 at 10.42.38 AM.png

  4.  Click on Deactivate Employee.

  5. Once the user is inactive, it's best practice to review the Schedule and the shifts that were assigned to them.

    An inactive user will only 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. 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.


Managing inactive Employees 

You can access the Inactive Employee Page by going to Team > Employees > Inactive.



⚠️ Managers and Assistant Managers will only be able to view inactive employees who were assigned under the same Locations and Departments that they are assigned to.

Admins will have access to view all inactive users within the account.
While Employees are inactive, you can:
  1. Edit their profile by clicking on their name highlighted in blue:
  2. View the reason they were made inactive, whether you would rehire them, and any comments entered when they were deactivated.



  3. Search for a specific user or filter the Inactive Employee list by the deactivation reason and rehire status. You can also sort the list of inactive Employees by name or deactivation date.


To reactivate an Employee

⚠️ Managers and Assistant Managers must have "Can add Employees" as a set permission, to reactivate an Employee.

⚠️ Managers and Assistant Managers will only be able to view inactive employees who were assigned under the same Locations and Departments that they are assigned to.

⚠️ If you are a Manager or Assistant Manager user who cannot see this employee, your Admin will likely need to reactivate them for you.
       
    1. If you need to reactivate an Employee you have previously deactivated, click the 'Reactivate' button to the right of the Employee.


      Alternatively, you can reactivate an Employee, while editing their Employee profile, by clicking 'Reactivate.'



    2. You'll be prompted to confirm once more with the option to add a hire date, or notify the employee via email. If selected, the notification will go to the email address that is currently on file with their employee profile.

      Screenshot 2023-12-07 at 10.43.38 AM.png
That's it!

Once you reactivate an inactive Employee, they will be able to log in immediately using the same login information they used previously. You can also begin scheduling them again right away.

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