When you delete a staff member:
- it will reduce the number of users on your subscription count so that you can invite new staff.
- it will not delete any transaction data associated with that staff member, such as timesheets.
It's not necessary to delete a staff member and re-add them to change their name (see Change your user profile name).
Job allocation
Deleting a staff member will not remove them from any jobs they are currently allocated to. So, to avoid possible confusion about their status for reporting purposes, you should consider doing one of the following:
- remove that staff member from any jobs they are allocated to (see Remove a staff member from multiple jobs).
- change the staff member's name slightly so that it is clear to other users that the staff member is no longer active. For example: Jo Williams - DELETED
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More on why you should rename users before deleting them
Once you have deleted a staff member, if you ever need to reinstate them (even if you use exactly the same staff name and email address), treats them as two different people.
For this reason, we recommend that, as part of the delete process, you rename each staff member from (for example) Anna Bell to Anna Bell - DELETED. In future if the same (or another) Anna Bell returns to work for you, there will be no exact duplication of names. This means that, where any historical reports include both names, you will be able to distinguish the 'original' (deleted) Anna Bell, from the 'current' Anna Bell - avoiding potential confusion.
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More on why you should rename users before deleting them
To rename then delete unwanted users:
- On the toolbar click the Settings
icon, and on the General tab, select Staff.
- On the Staff screen, drill down on the name of the staff member that you plan to delete.
- On the Staff Information tab, in the Last name field, include the word DELETED. Save your changes.
- Drill down on the name of the staff member that you plan to delete (their last name now includes the word DELETED).
- On the Staff Information tab, click Delete Staff (at bottom-left of the screen) and confirm deletion.
If you select the checkbox next to a staff member's name on the Staff screen, you will see the
button. Deleting a staff member is not the same as removing them from a team. Deleting a staff member removes that person from the account. Removing them from a team removes them from a team that they have been allocated to for notification purposes. For further details, see About teams.
Related task
- Decrease the number of users - how to reduce the number of users covered by your subscription