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This article covers what to do before archiving or deleting a staff member in Timely. We will guide you through the key steps to take, in order to ensure their future bookings are cleared, data is preserved, and you are able to continue running your business smoothly. For more information, see our help guides How to archive a staff member or How to delete a staff member.
Understanding deleting vs archiving
Archive:
Staff lose login and calendar access but all history stays. No charge for archived staff.
Delete:
Permanently removes staff after future bookings are rescheduled or cancelled. History remains.
Remove their access permissions
If you are not ready to delete a staff member just yet, but want to restrict their access in the meantime, you can revoke their login permissions. To do this:
Timely note: this will immediately log the user out and prevent them from accessing the account or resetting their password. We recommend giving each staff member their own login. This makes it easier to manage access without affecting others. If everyone shares the same login, resetting the password will log out all other devices.
Reschedule Future Appointments
You will not be able to delete a staff member if they have upcoming appointments or classes. These need to be either cancelled or rescheduled to another team member. To find future bookings, go to the day sheet report. For more information, see our help guide How to use the appointment reports.
Timely note: once a staff member is deleted, they can no longer log in or be booked. However, all their past appointments and sales will remain in reports and on the customer's record.
Turn off online booking for the staff member
To prevent new bookings while you're managing their schedule, you will want to turn off the ability for this staff member to be booked. For more information on how to do this, see our help guide How to manage online bookings.