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. Their information will be available for viewing on the Employee Timesheet Report.
  • They can be reactivated at any time from the Inactive page.

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.

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

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  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. Here's what you can look out for:

      • 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. 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.

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.

  4. To view a report of their worked hours, you can head to Reports > Employee Timesheet Report > checkmark Include Inactive:

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. The ability to reactivate a profile depends on the user's level of hierarchy.

To reactivate an Employee you have previously deactivated:

    1. Login in as an Admin or Manager with permissions.

    2. In the left navigation bar, head to Team > Inactive.

    3. Locate the profile you'd like to reactivate. You can sort or use the filters to narrow down your results:

    4. Select the More options icon more-options-ellipses.png > Reactivate :

    5. Alternatively, you can reactivate them when clicking on an inactive Employee and expanding their details:

    6. Confirm that you'd like to reactivate this profile, and click Reactivate.

    7. If an Employee is reactivated in 7shifts and has multiple Accounts associated with their e-mail, they must accept an account reactivation invite before their profile becomes active again. This provides an additional layer of verification and also ensures that the correct profile owner regains access to their account.

          1. Upon clicking the green Reactivate button, we'll send them an email (at the address currently listed on their profile) asking for confirmation of the account reactivation request:

          2. Employees who have yet to confirm account reactivation will have a yellow reactivation pending icon next to their name. In this state, their 7shifts profile will remain on the Inactive employee list.

          3. When the employee confirms the account reactivation,  their profile will automatically move to the active Employees list and we'll notify you via email:

          4. Cancel the account reactivation request in the Inactive Employee list (or, in an inactive Employee's profile) by selecting the More options icon > Cancel reactivation:

          5. To resend an account reactivation request, you must first cancel it and follow the steps above to send them a new one.

That's it! Once you reactive an inactive Employee, they can log in using their previous credentials. You can also begin scheduling them right away.

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