This help guide will explain how to deactivate a staff profile in Tanda. It will also include details on reactivating a deactivated staff profile if necessary.
Deactivating an employee's profile removes their Tanda access and moves their profile to a separate 'Deactivated Staff' list. However, you can still access that employee's timesheets, rosters, and leave history after deactivating their profile.
How to Deactivate a Staff Profile
There are several different ways to deactivate a staff profile in Tanda. You can either manually deactivate an employee's profile (via the Personal Details tab of their staff profile) or schedule a profile to be deactivated on a specified future date.
Deactivating a Profile Manually
To manually deactivate an employee profile, follow the steps below:
Navigate to Workforce > Staff.
Click on the staff member you want to deactivate.
Navigate to the Personal Details tab.
Scroll to the bottom of the page.
Click the red Deactivate profile button.
6. After clicking this button, you will see the following popup, asking you to confirm you want to deactivate this profile and provide a reason for termination. The reason for termination can be helpful for reporting purposes and correlates with the 'Payroll cessation code' field.
Scheduling an Automatic Deactivation
1. Navigate to the Settings Cog > Notifications & Tasks > Scheduled Tasks.
2. Toggle the Automatically Deactivate Staff setting on.
3. Navigate to the staff member's profile (Workforce > Staff) and enter an employment end date in the Personal Details tab.
4. Once you have set an employment end date, that employee's profile will deactivate automatically at 11 pm (in the timezone set in your account) on the nominated day. You can edit this date at any point until the profile has been deactivated.
After setting an employment end date in an employee's profile, any shifts rostered after that date are automatically blocked from publication.
When the employee is automatically deactivated at 11pm on the day of the employment end date, any future rostered shifts become vacant, while previously worked shifts remain on the roster to help your record-keeping.
PLEASE NOTE: Admins are exempt from the automatic deactivation process. This prevents you from being locked out of your account or having other account access issues. Admin accounts can only be manually deactivated by another Admin.
Deactivating Staff in Bulk
WARNING: Deactivating staff in bulk cannot be reversed (e.g., we have the functionality to deactivate staff in bulk but not to reactivate staff in bulk). If you later change your mind, you will need to manually reactivate any staff deactivated during this process. Following this, their shifts will have all been vacated, and all future leave will have been declined. In certain situations, depending on how many/which staff are bulk deactivated, this can lead to significant account access issues. Please only bulk deactivate employees if you are absolutely certain. In most circumstances, we recommend manually deactivating an employee as described above.
You also have the option to deactivate staff in bulk. Please ensure you have read the above warning thoroughly before doing so.
To do so, navigate to Workforce > Staff > Tools > Bulk Actions.
Then, select the staff you want your changes to apply to and the action you want to perform (in this case, 'deactivate staff').
Review your proposed changes and click submit once you're happy.
What Happens to Deactivated Profiles?
When an employee's profile is deactivated, the following occurs:
Any Tanda access the employee previously had is removed via all portals, including the employee Time Clock.
You can still export a deactivated staff member's timesheets to your payroll software.
After deactivating an employee's profile, you can still view them in the Deactivated Staff list. You can find this by navigating to Workforce > Staff > Tools, then selecting 'Deactivated Staff.' Here, you will see a list of all your deactivated staff. When an employee is listed under Deactivated Staff, you can still view their existing rosters and timesheets for historical records.
Below is an example of the deactivated staff list:
Reactivating an Employee
If required, you can still reactivate an employee's profile after deactivating it.
To reactivate a staff member, navigate to the deactivated staff list via Workforce > Staff > Tools > Deactivated staff. From here, you can simply click the 'Reactivate' button under the actions column in the deactivated staff list.
Alternatively, you can click on the staff member's name. You will see a banner in their profile prompting you to reactivate them, such as:
Clicking 'Reactivate' will reactivate their profile. They will once again appear as an active user on the staff page and for billing purposes. You don't need to take any further action.
FAQs and Troubleshooting
Should I deactivate a profile before or after exporting their timesheets?
Should I deactivate a profile before or after exporting their timesheets?
You can still export timesheets for a deactivated employee. This means you can deactivate their profile on the day they cease employment, and you can still export their last pay run to your payroll software.
Where do I find the button to deactivate an employee?
Where do I find the button to deactivate an employee?
The button to deactivate an employee is located in the bottom right corner of the Personal Details tab on their profile.
How can I access the deactivated staff list?
How can I access the deactivated staff list?
Navigate to Workforce > Staff > Tools > Deactivated Staff.
Can I permanently delete a profile rather than deactivating it?
Can I permanently delete a profile rather than deactivating it?
Deactivating the staff profile will have the same effect as deletion. However, by deactivating it, there will always be a record of that employee profile having existed. To ensure your data remains secure, there is no button to delete an employee profile completely. Staff on the deactivated list are not charged for use and won't interfere with how you use Tanda in any other way.
Why can't I see the deactivated staff list?
Why can't I see the deactivated staff list?
If you can't see the deactivated staff list, your profile role lacks the necessary permissions. If you believe this is an error, please contact your account Admin.
When you deactivate a profile, does the user get a final notification that their profile is deactivated?
When you deactivate a profile, does the user get a final notification that their profile is deactivated?
No. When we deactivate a profile in Tanda, the system doesn't automatically notify the user about their profile being deactivated.
If I reactivate a staff profile, can I still onboard them via Tanda Onboarding?
If I reactivate a staff profile, can I still onboard them via Tanda Onboarding?
Reactivating a deactivated employee profile doesn't initiate the onboarding process. When you reactivate a staff member, their profile is restored to active status. If you want to re-onboard this employee, you should create a new profile instead. You can do this by using the "Add staff" function and selecting Paperless Onboarding. This approach ensures all necessary information is collected and updated for the returning employee.
I'm an employee, and my Tanda account has been deactivated. What should I do?
I'm an employee, and my Tanda account has been deactivated. What should I do?
If you believe your account has been incorrectly deactivated, you should contact your manager or account Administrator. For privacy and account security reasons, Tanda Support cannot intervene in individual account creation/removal.
I'm trying to reactivate an employee's profile but can't. Why not?
I'm trying to reactivate an employee's profile but can't. Why not?
Firstly, please ensure the employment start date is not after the employment end date. For example:
When trying to reactivate an employee, users sometimes input their new commencement date but forget to remove their old employment end date. If these dates clash (i.e. the commencement date is after the end date), it will cause system errors and block you from reactivating an employee.
If this doesn't solve your issue, please reach out to the Tanda Support team at support@tanda.co.
An employee who previously left the business is re-joining. Should I reactivate their old profile or set up a new one?
An employee who previously left the business is re-joining. Should I reactivate their old profile or set up a new one?
The answer to this question will vary from case to case, depending on your needs.
When employees are returning to the same role with little change, simply reactivating their profile might be the best option.
If the employee is returning to the business but starting in a new role or requires new onboarding, creating a new profile may be more convenient.
Please reach out to the friendly Tanda Support team at support@tanda.co for further support on your specific circumstances.
Can I deactivate my profile as an employee?
Can I deactivate my profile as an employee?
No. You cannot deactivate your profile as an employee. A manager or Admin must do so on your behalf.