Remove an employee
Suspend an employee who leaves the company, reactivate them if they come back or delete them for good, and what happens to their data in each case.
- For General Administrator
- In Inallow Admin · Panel
Use this guide when an employee leaves the company, when their access must be blocked for a while or when you need to delete an employee created by mistake.
Suspend or delete
Inallow has two ways to remove an employee:
| Suspend | Delete permanently | |
|---|---|---|
| Can they sign in to the app, the web, the tablet or the admin panel? | No | No |
| Are their clock-ins, absences and requests kept? | Yes | No: all their information is lost |
| Can it be undone? | Yes, by reactivating them | No |
| Do they still count as a licence? | Yes, licences for suspended employees are still charged | No |
| Where do they appear? | In View inactive employees | Nowhere |
To delete an employee, you must suspend them first.
Before you start
- You need the General administrator rank. A Clocks Administrator can see the list of suspended employees, but cannot suspend, reactivate or delete. See Roles and permissions.
- You cannot suspend or delete your own account.
- If the employee is the Supervisor of a department, first appoint another supervisor in Settings › Departments › Manage members. A suspended supervisor cannot sign in to answer their team's requests.
- If they have pending vacation or overtime requests, answer them first in Absences or in Request for hours.
Suspend an employee
Open the employee's record
In the side menu, click Employees. Find the employee with Search... and click Modify (the pencil button) on their row.
Click Suspend
In the Modify employee window, click Suspend.
Confirm
SUSPEND followed by the employee's name opens, with what you need to bear in mind: their data is kept, they will not be able to sign in while suspended, they can be restored as long as they are not deleted, and licence fees are still charged. Click Suspend. You will see "Employee suspended".
Open the employee's record
In Inallow Admin, click Users and click the employee's row.
Click Suspend
In the left-hand column, below the photo, click Suspend.
Confirm
In the Suspend window followed by the name, read the warnings and click Suspend. You will see "Employee suspended". Save and Change password disappear from the record, and Recover and Delete appear.
Reactivate a suspended employee
If the employee comes back, reactivate them instead of creating them again: they get back their access and all their data. You cannot create a new employee with the email of a suspended one.
Open the list of suspended employees
In Employees, click View inactive employees. The title changes to View suspended employees and the Inactive date column appears.
Reactivate
Click Reactivate (the power button) on the employee's row. In the ENABLE window followed by their name, click Reactivate. You will see "Reactivated user".
Open the list of suspended employees
In Users, click View Suspended and click the employee's row.
Recover
Click Recover. In the Recover to window followed by their name, click Recover. You will see "User recovered".
When reactivated, the employee goes back to the list of active employees with the same data they had: centre, timetables, departments, PIN and password. If they do not remember their password, set a new one with Change password.
Delete an employee permanently
Open the list of suspended employees
In Employees, click View inactive employees. If the employee is not on the list, suspend them first.
Delete
Click Permanently Remove (the bin button) on their row. REMOVE followed by their name opens, with the warning: "WARNING! If you delete an employee you will lose all related information (clock-ins, absences, overtime requests, etc.). This action cannot be undone." Click Delete. You will see "User removed permanently."
Open the suspended employee's record
In Users, click View Suspended and click the employee's row.
Delete
Click Delete. In the Remove window followed by their name, read the warning and click Delete. You will go back to the list of users.
What happens next
- When suspended: the employee disappears from the list of active employees, from the tablets and from the admin panel's lists, and can no longer sign in. Their clock-ins, absences and requests are kept. If they had linked Salto KS locks, their door openings are no longer recorded as clock-ins.
- When reactivated: everything goes back to how it was before the suspension.
- When deleted: the employee also disappears from View inactive employees, no longer counts as a licence and their email becomes free to create another employee.