Archive and reinstate people

When someone leaves, archive them — don’t delete. Archiving preserves their history, frees the seat, and keeps the door open if they come back. It’s admin-only, from the People page.

Archive a leaver

Click Archive on their row. The dialog asks for one thing: their last day of employment (defaulting to today). Two things happen on confirm:

• They’re signed out everywhere and hidden from People.
• Their allowance is pro-rated to that date — the accrued-at-leaving figure appears in the Balances report, ready for the final-pay calculation.

Archived people stop counting as billing seats immediately. You can’t archive yourself.

Reinstate a returner

People → Archived lists everyone archived, with when. Click Reinstate — the person is restored and automatically emailed both a reset-password link and a sign-in link, so they can get straight back in.

There’s a shortcut, too: if you try to invite an email that matches an archived person, Rotaleave offers to reinstate them instead of creating a duplicate.

Erase personal data (GDPR)

For a right-to-erasure request from someone who has left, the Archived page has Erase personal data. The confirmation is explicit: it permanently anonymises the person — their leave history is kept without any personal details, and it cannot be undone. Use it deliberately; there’s no way back.

Current staff can delete their own accounts self-serve — see Your data: export and deletion.