If an employee no longer works in the application, archive their account. The record is retained and can be restored if needed.

Before you start

• You need access to employees. Archiving requires permission to archive; restoring requires permission to edit employees. By default, these actions are available to an administrator.
• Changes require active account access: an active trial or paid access for at least one office. If the application asks you to choose a workplace, do so first.
• You cannot archive yourself or the ERP administrator.
• Restoring checks the company’s active employee limit.

Steps

Archive an employee

1. Open Organization → Employees.
2. Find the employee by full name or email and check that you have selected the correct account.
3. In the row action menu, choose Archive and confirm. The same button is available on the employee card.
4. Make sure the record has disappeared from the regular list. To see it, set the Show archived filter to Yes.

Archiving retains the employee’s details, role, office list, positions and documents. An active archived employee no longer counts towards the active employee limit. The “Active” checkbox itself does not change.

An archived account is unavailable for normal login. However, archiving is not a command to end all previously opened sessions. If you need to fully close previously opened access, check this separately with the person responsible for administration. Do not treat archiving alone as confirmation that all devices have signed out.

Restore an employee

1. In Employees set Show archived → Yes.
2. Find the record. If it is not visible, check the role and status filters and your search.
3. In the row menu, choose Restore and confirm. You can also restore the record from its card.
4. Set Show archived filter to No and check the employee in the regular list.
5. Check the role, activity status and offices before the employee returns to work. Restoring does not create a new account or send another password email.

The Active checkbox is not selected automatically: it retains its pre-archive value. Available capacity is checked on every restoration, even for an inactive employee. The password is also retained. Restoring should not be treated as granting new access that requires all devices to sign in again.

Check the result

After archiving, the employee appears only in the archive list; after restoring, in the regular list. Check the status and retained details on the card. Separately check previously opened access and the correct offices before work resumes.

The Active checkbox does not prevent login on its own. To stop work, use the archive rather than changing only this checkbox.

Troubleshooting

• “Archive” is unavailable: check your permissions and make sure you are not selecting your own account or the ERP administrator.
• No “Restore” action: you need permission to edit employees and an archived record. Check the “Show archived” filter.
• The active employee limit has been reached: restoration did not complete. Contact the person responsible for the subscription and check the number of available seats.
• The subscription prevents changes: viewing the archive may remain available, but archiving and restoring require renewed company access.
• A restored employee is marked “Inactive”: restoring does not change this flag. Check the status with the administrator; inactivity alone does not prevent login.

What’s next

• How to add an employee, update details and assign offices.
• Check an employee’s role and positions.
• Choose a workplace office.
• Recover a forgotten password.
• Check why actions are unavailable.