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How do I archive and restore a user?

Restore – Step by step

With the archiving function in TimeTac, you can temporarily deactivate employees without deleting their data. All time entries, absences, approvals, and the complete history are retained, so the user can be restored at any time with their previous settings and records intact.


Archiving a user

As the Account Owner or an Admin, you can only archive other users. You cannot archive your own account.

Archive – Step by step

1Go to the Settings and select People.
2For the desired user, click the three-dot menu on the right in the Actions column.
3Select Archive.
4Confirm the action in the confirmation pop-up by selecting "Yes, archive".

Archiving period

  • Archived users immediately lose direct access to their profile.
  • The archive status takes effect on the following day.
  • All data recorded up to the day of archiving remains preserved.


Data access

  • You will no longer have access to the profile or other settings of this user.
  • You can still view and export all timesheets and employee reports for the archived user.


Responsibilities

  • All responsibilities of the archived user are automatically revoked, including roles such as department lead or assistant.
  • Responsibilities are reassigned directly to the relevant management.
  • Open requests, such as absences or new time bookings, are also forwarded to the relevant management.

Display of archived users

To view archived users in TimeTac, go to Settings and select People.

Activate the Show archived toggle at the top center. Archived users are visually marked in the list, making them clearly distinguishable from active employees.

Screenshot of TimeTac: In People, archived users are shown in grey, marked with the status “archived,” and their profiles appear crossed out.

Archived users are also visible in employee reports. When you hover over the info icon next to their name, the exact time of archiving is displayed. Please note that employee reports only show data from the periods when the user was active.

Note: If a user was archived and later restored, this is also indicated via the info icon. Hover over the info icon to see the exact archiving period.
Screenshot of TimeTac: Archived users are shown in employee reports with the status “archived.” The info icon can be hovered over to display the exact archiving period.

Restore a user

The restore function allows you to quickly and smoothly reactivate archived users. All previous settings, permissions and data are restored so the user can work as usual immediately.


Restore – Step by step

1In the menu go to Settings and select People.
2Activate the Show archived toggle at the top center.
3For the desired user, click the three-dot menu on the right in the Actions column.
4Click Restore user.
5Confirm the action in the confirmation pop-up by selecting "Yes, restore".

After restoration you will be taken directly to the user’s profile.


Important note on restoring users

After restoring an archived user, you should carefully review the profile settings. Especially if the user was archived for a longer period, some data may no longer be available.


Work schedule and department

  • Check whether the Assigned Work Schedule and Department are correctly assigned.
  • If necessary, reassign the user.
Note: The restoration date will be taken over as the start date if the previously assigned work schedule or department no longer exists.
Screenshot of TimeTac: Settings for Work hours and departement need to be checked in the profile of the restored user.

Absences and Leave Management

  • Verify that the leave entitlements are accurate and up to date.
  • Make sure that any remaining vacation days have been carried over correctly. 
Screenshot of TimeTac: Absences and leave management settings need to be checked in the profile of the restored user.

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