An Admin or Manager* user can delete users from your RotaCloud account once they are no longer needed. Deleting an employee means they will no longer count towards your employee count for billing.
Who can delete a user
Admin users can delete anyone they need from their account. Managers can also delete employee level users providing they have the permission 'Add employees and manage basic information (email, locations, roles, allowances, etc)', the employee is assigned to work at the Location(s) the Manager oversees, and the employee isn't assigned to any Location they don't oversee.
How to delete a user
To delete a user, simply go to the Company tab and select Employees. Any employee you have permission to delete will have a red 'X' to the right of their name. Click this to delete the user.
If the user has leave for future dates, you will then have the option to delete this before the employee is removed.
Click 'OK' and the employee will be removed from your system.
What deleting a user does
When an employee is deleted, they will be removed from your Employees page and their future shifts will be permanently deleted - these will not show in your 'Deleted shifts' section and cannot be retrieved. All past shifts will remain in place, however. The employee will also be removed from the Location and so will no longer show on your rotas from the deletion date onwards.
When you delete an employee, you will have the option to delete their future leave records - all past leave records will remain in place regardless of if you choose to delete future leave.
Regarding billing, the employee will no longer be counted towards your paid-for employees.
Why can't I delete a user?
These are some common reasons you may not be able to delete a user:
Inncorect permissions
If you're a Manager, you'll only be able to access the Employees page and delete user if you have the permission to add and edit employees. If you need to check or change this, please speak with an Admin on your account.
Employee is managed by another Manager
If you are a Manager, and have the permissions to add and edit employees, you will be able to delete employees - if the employee is also managed by another Manager, however, you will not be able to delete them. You can only delete employees when they are assigned to only your Locations Managed. If you need to check or change this, please speak with an Admin on your account.
User is Admin or Manager
As a Manager, you'll only be able to delete users who have an Employee level account. Admin and Manager users can only be deleted by Admins.
User is the account owner
If you are an Admin user but can't delete someone from your account, this will be because they are the account owner. You can change the account owner in the 'Company Details' section of your settings and will then be able to delete the user.
Integration
If you have an integration with breathe or PeopleHR in place, deleting employees will need to be managed through this account instead and will feed over to RotaCloud automatically.