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This article covers what to do before archiving or deleting a staff member in Timely. We’ll guide you through the key steps to take to make sure their future bookings are cleared, their data is preserved, and your account stays tidy and accurate.
What you’ll find in this article:
Remove Access Permissions from Staff
If you're not ready to delete a staff member just yet, but want to restrict their access in the meantime, you can revoke their login permissions:
1 Log in as the Timely account holder.
2 Go to Account > Staff access.
3 Click Edit next to the staff member’s name.
4 Toggle their access OFF at the top of the page.
5 Click Save to apply the change.
This will immediately log the user out and prevent them from accessing the account or resetting their password.
Tip: 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 won’t 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:
1 Go to the Reports tab.
2 Select the Day sheet report (this includes appointments and classes).
3 Set the Start date to today’s date.
4 Set the End date as far ahead as possible (up to 18 months).
5 Choose the staff member from the drop-down list.
6 Click View report.
To manage the appointments:
Right-click on the appointment time and select Open in a new tab to open it in the calendar.
From there, you can reschedule or cancel each booking.
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.
Deleting vs Archiving
Archive: Staff lose login and calendar access but all history stays. No charge for archived staff.
Learn more
Delete: Permanently removes staff after future bookings are rescheduled or cancelled. History remains.
Learn more
Turn Off Online Booking for the Staff Member
To prevent new bookings while you're managing their schedule:
1 Go to Setup > Staff from the main menu.
2 Click Edit next to the staff member's name.
3 Scroll to the Booking options section.
4 Uncheck Customers can book this staff member online.
5 Click Save.