When an employee leaves your business and is deleted from your RotaCloud account, their leave data will be preserved in the system. Any past leave will remain visible on the Leave page, and will also be included in any relevant reports. This article provides instructions on how to show/hide leave records for former employees and manage their leave effectively.

Deleted employees will show in a pale grey colour if they have any leave (past or future) within the current Leave Year. They will remain visible on the page until the start of the next year in which they have no Leave logged in the system.

While you'll likely want to preserve any past leave records for former employees, any future leave that was added to RotaCloud but not taken may need to be deleted from the system.

Failure to delete such leave may result in inaccurate staff records, making it appear as if the employee took more leave than they actually did.

If you need to delete leave for a former employee that was not or will not be taken, follow these steps:

By default, RotaCloud shows deleted employees on the Leave page if they have leave added to RotaCloud in the year you're viewing. Deleted employees will be displayed in a pale grey colour.

You can show or hide these employees at any time by clicking on the ‘Tools’ menu and then selecting ‘Show/Hide deleted’.

Once these former employees are visible on the Leave page, you can delete any instance of leave using the usual method.

When removing an employee from RotaCloud, you'll have the option to delete all future leave immediately at the moment of deletion.

Selecting this option can save you time in removing any leave that will not be taken and should, therefore, be removed from the system.