Removing old employees from the system

When an employee's employment ends, their access and identification rights should be removed. Often the event and work time history have to be be retained. For example, the work time information must be kept for a certain period after the employment has ended. Therefore it is generally not advisable to permanently delete a persons record right away.

The billing of the service is based on active users. An active person is someone who can use the system by either logging into the service or identifying themselves at the work terminal or door. Historical work time data can be safely retained in the system without fear of affecting the services price.

In Deltabit Gatekeeper, there are several ways to restrict a user's rights and limit their visibility in the system. Not all actions need to be taken if not necessary.

Remove a person's identification and access rights

The right to identify oneself at a work terminal, door, or browser is removed in the Persons view as follows:

  1. Select the person in question.
  2. Remove all selections under Allowed identification groups in the Persons view.

After this, the person can no longer identify themselves at any work terminal or door and cannot log in remotely. They will also no longer be counted as a active, billable user.

If the person returns to your company later, you can restore their rights by allowing the identification groups again.

If the person has had management rights, those must also be removed. This is easiest done by removing their rights to all user groups by clearing all selections under Management Rights - User Groups.

Hide a person from worktime tracking reports

Even if a person no longer has the ability to clock in and out, their worktime information remains in the system and can be viewed on worktime tracking reports.

To remove a person from these reports, remove their worktime group. There are two ways how to do this:

  1. In the Persons view, click the three-dot icon next to the person's work time group and add an end date for the Work Time Group without one in the small window that pops up. This way, working hours will no longer be counted after the end date, and the person will no longer appear in the time tracking report selections if the entire time tracking report period is after the end date. Reports can still be retrieved for the period before the end date.
  2. Set the person's work time group to empty directly from the work time group dropdown menu. This way, the person will be immediately removed from the work time calculation entirely. You can turn the calculation back on by selecting the correct work time group for the person.

Hide old employees from daily users

If you want to keep departed workmates available but out of sight, a separate user group can be created for former employees. The rights of this user group are given only to the main administrator. This way, other people handling individuals will no longer see departed employees, but the data will still be available in house if needed.

The hiding is done as follows:

  1. Request Deltabit support to create a new user group for this purpose called for example Former employees.
  2. In persons view, assign rights to the new user group only to the main administrator and other necessary personnel.
  3. Move the person to be hidden into the new user group from the dropdown menu.

In some cases, users can be completely hidden by selecting an empty row as the user group. Even in this case the employee's information and worktime information remains stored in the database, and it can be made visible again by Deltabit's customer support.

Permanently delete a person from Deltabit Gatekeeper

If you are certain that a person's information will never be needed again, the person can be permanently deleted. When a person is permanently deleted, their information is completely removed, and it cannot be restored. Make sure you have considered the steps above before deleting the record altogether.

Only an archived person can be deleted.

To delete a person, follow these steps:

  1. Select the person.
  2. If the person has not been archived yet, archive the person by clicking the Archive person link.
  3. Click the Remove person button.
  4. Confirm the action by typing the word DELETE in capital letters in the confirmation window.