Archived Staff account Access

When a staff member leaves, their account is archived. This means their details are hidden from the bulk of the system but are retained for your records. You can see (and sort by) when an account was archived. This includes the date and time the staff member was archived.

 Found under Staff > Staff Settings > Archived Staff.

Archived Account user advice

If the account is no longer active, we’ll email the user to inform them so that they can discuss this with the line manager. We cannot restore accounts without approval from another system user who has permission to do so within StaffSavvy.

Restoring Access/Gaining Temporary Access

When a staff member has been archived but their information has not been shredded, a line manager can still choose to gain temporary access to the account. This allows the line manager to view the information on the staff member's profile if needed.

You can view archived accounts under Staff > Staff Settings > Archived Staff. This will provide you with a searchable list of all archived accounts.

Temporary access is treated as an active account for billing purposes, and granting access will keep the access live for a month before returning to no access.

Then there is the ‘Silently Restore’ option, which still prevents staff from having login access, but managers can access the account.

The restore option will return the account to the main system and restore access for the user. They will be informed of this action.

Shred data will permanently delete the account’s data. There will be a date by which Archived staff data will automatically be shredded if not restored.

Archived staff can be viewed via Staff > Staff Settings > Archived Staff. From here, click on ‘Gain Temporary Access’. This will allow you to view the Staff Member’s profile for an additional month before automatically shredding the Archived Staff Member’s data. 

Auto Archive Settings

Under Global Settings, you can automatically archive a staff member if there has been a long period of inactivity on the account. To set up the default settings for your company's policy regarding archiving staff members, you will need to go to Global Settings > Data & Policies.

Automatically Archive Inactive Staff
This option automatically marks staff as archived when they have been inactive in the system for a set period. This will disable their access to the site, remove them from staff lists, etc.
If you wish to reset the timer manually (I.e., revert the day count back to zero), go to the staff member’s profile under the employment details tab and click reset for the auto-archived period.

Archive After
Here you can decide how many months a staff member must be inactive before being automatically archived.

Apply to Levels
You can choose which levels the automatic archive option applies to. This prevents senior managers who might not use StaffSavvy often from being removed repeatedly.

Notify Us
This is where you can enter the email addresses you would like to be notified when an account is archived (or when one of the following two email notifications is also sent). Separate each email address with a comma.

Notify When Leaving Date is Set
When this option is enabled, we’ll send an email notification to the email addresses in Notify Us whenever an account’s leaving date is set, changed or removed.

Leaving Date Warning
When this option is enabled, we’ll send an email notification to the email addresses in Notify Us one month before the account is due to be archived.