🔍 What is it?
The Archive is used to separate employees who are not currently active. These may be former employees, long-term absentees (e.g. parental vacation, illness) or employees outside of an active employment relationship.
🧭 How the Archive works
Each employee can be moved to the archive manually or automatically (e.g. upon termination of contract)
Archived employees do not appear in regular reports , but their data is preserved.
In the archive, employees can be viewed, searched for, returned to active status or permanently deleted (only with authorization).
📊 Impact on data
Archived employees do not affect active statistics , e.g. in attendance reports, reports or active employee counts
The Archive serves as a filter for reports – e.g. for specifying costs or retrospective evaluation
🔐 Access rights
Usually only administrators and HR managers have access to the archive.
Team leaders do not normally have access to archived employees unless otherwise set up
📎 Usage examples
Employee terminated employment – moved to archive due to GDPR, but data kept for review
The employee is absent for a long time – archiving for clarity in the list of active employees
Employee records from previous years for audit, retrospective checks or fluctuation evaluation
💡 Tips
Archive employees who are inactive for more than 3 months - this will keep your data clean
Combined with the "Active Only" filter, you can refine exports and analyses
Use notes or labels to reference why an employee was archived