Managing and Accessing Archived Employee Accounts and Records in Atlas

Archiving an employee’s account in Atlas significantly modifies their accessibility and your ability to perform certain actions related to that account. Below, you'll find an overview of archiving functionality, its impacts, and steps for accessing and managing archived employee data.

Archiving Employees and Disabling Access

To archive an employee:

Navigate to Main Menu → Company → Users.
Search for the employee and click View/Edit User Details.
Click Archive User at the top. Result: The employee’s login is disabled, and their email address becomes available for reassignment.

What Happens When an Employee Is Archived?

Login Credentials are Disabled: When a user’s account is archived, they lose access to login with their credentials. Archiving effectively disables the account from user-initiated access.
Data Is Retained: The archived status ensures that the employee’s records are preserved and can be accessed by users with the necessary permissions.- Email Address Reassignment: Archiving an employee frees their email address for reassignment, allowing it to be used for other accounts.

Retrieving an Archived Employee Record

To reinstate an archived employee, navigate to Company → Users, locate the user, and click the three dots (…) → Edit User. Toggle the Inactive status to Active and save. If the employee does not appear under Employees/Workers, link or create their employee record by navigating to Employees/Workers → Manage → Add Employee/Worker, completing the details, and selecting Existing User at Step 3 to link the email.

This contrasts with marking an employee as a leaver, which allows for easier reinstatement without requiring internal administrative steps.To reinstate a leaver, navigate to Main Menu → Employee Workers → Manage, switch the status filter to Leaver, click Search, and select the pink eye icon next to the employee’s name. Go to Administration and untick the leaver button to restore their active status.

Best Practice to Avoid Complications

If you anticipate needing to reinstate an employee in the future, consider marking the employee as a "Leaver" instead of archiving their account. This allows you to reinstate them easily without requiring any internal administrative steps.

Implications of Marking an Employee as a Leaver

Access Revocation Timing: When an employee is marked as a leaver, their Atlas account is set to inactive. However, this inactivation takes effect at the close of the day they are marked as a leaver. For example, if you mark them as a leaver today, they will retain access for the remainder of today and lose access starting tomorrow.
Retention of Records: Marking an employee as a leaver retains their record in the system, allowing for potential reinstatement in the future.

Steps to Mark an Employee as a Leaver

Navigate to Main Menu → Employee Workers → Manage.
Switch the view from Active to Leaver.
Click the pink eye icon next to the employee’s name.
Go to Administration and click Leaver to complete the process.

Removing Employees from Schedules

To remove a former employee from schedules:

Navigate to Company → Users.
Open the user’s menu (three dots) → View/Edit Details.
Use the Archive option at the top right to deactivate the user. Archiving removes the employee from active listings and prevents future scheduling under their profile.

Accessing Archived Employee Data

If you need to view records for an archived employee, you can use the archive filter in the employee management section. Follow these steps:

Navigate to Employees/Workers > Manage.
Apply the filter to show archived employee records.
Locate the archived employee and click the corresponding "View" icon next to their name.
From the employee profile, open the "Timeline" to review all retained records, including training records maintained during the retention period.

How can I manage and access archived employee accounts and records in Atlas?