Tag: Archive

Archive a Personnel Record

When someone has left your organization, it is suggested that their record be archived for future reference and for possible re-activation if and when the person comes back.  Keeping the history of past personnel and their data is a valuable feature of PeopleWerksHR.

To archive someone, edit their record and click on the Archive Personnel button.  If the person still has job assignments, then you must archive those first before archiving the personnel record.

Names of people who are archived will always show in purple in the listings as a visual cue.

Archive Job Assignment

When someone is no longer assigned to a job, the job should be archived so that it still shows in the work history for the person.   Click on the Archive icon to remove the job assignment and put it into history.

The archive process gives you an option to delete instead of archive.  Choosing to delete should only be done if the job assignment is an error.

When archiving the job, the system will ask for a Job End Date.

Reinstate from Archive

When a person returns to employment in your organization, check to see if the person’s record is already in PeopleWerksHR.  To search for the personnel record, use the Archive section in the Personnel menu or use the Universal Search feature in the Quick Search in the Employees, Substitutes, or Volunteers section of the Personnel menu.

If the record is found and it shows as being in the Archive,  simply click on the Reinstate button to “re-activate” it.    Then continue updating the record with the new information and make sure to change the Employment Status to one of the Active types and re-assign any of the external system integrations.

How do I get someone out of the archive?

Edit the person’s record, use the “Reinstate” button to take them out of the archive and then change their status.