Deactivate an Employee

A guide on how to deactivate an employee in your Plecto organization.

Last updated: Aug. 12, 2022

Once an employee leaves your organization, you can deactivate their employee profile. Deactivated employees will no longer be able to log in to Plecto. You cannot delete an employee profile in Plecto but only deactivate it. This is primarily done not to lose the data associated with the employee profile.

  1. Go to Organization > Employees > Actions > Edit.
  2. Remove teams from this profile. The employee will be removed from dashboards that use teams.
  3. Click Deactivate in the bottom-left corner.
  4. A warning message will appear. Read it carefully.
  5. To proceed with the deactivation, click Deactivate.
  6. Once the employee is deactivated, you will see a confirmation message at the top of the page.

Here's how the deactivation warning looks like:

Deactivate Employee_Warning.png

An example of an employee deactivation warning message.

What happens after the deactivation?

When deactivating employees, they will stay on their teams and might still appear on dashboards and reports. You have to remove the employees from all teams if you don't want their data displayed. Alternatively, you can change their employment period to depersonalize their data.

Some employees are imported to Plecto directly from an external system such as Pipedrive, Salesforce, or others. To deactivate employees managed by an external system, do the following:

  1. Go to Organization > Employees > Actions > Edit.
  2. Click Manage this employee manually in the information box at the top of the page. This will enable you to edit fields on this page.
Employee from External System.png

An example of an employee page for an employee that is managed by an external system.

3. Remove teams from this profile. The employee will be removed from dashboards that use teams.
4. Click Deactivate in the bottom-left corner.
5. Confirm the deactivation.

You can add or change someone's employment period on their employee page. After the employment end date, the person will lose access to Plecto, and their data will be depersonalized.

  1. Go to Organization > Employees > Actions > Edit.
  2. Click Change employment period at the bottom of the page.
  3. Here you can adjust the employment start and end dates.
  4. To finish, click Save.
Employees - Employment Period
Employment period

When the employment period ends, the employee will be pseudonymized to "Former Employee 000000." The employee will no longer appear on the employee list, and you will not be able to search them by pseudonym.

Plecto will remove a deactivated employee from all notifications that are enabled for that employee.

  • If a notification is limited to specific employees and one is deactivated, Plecto will automatically remove the employee from the notification. If you reactivate the employee profile, you need to add the employee back to the notification manually.
  • If the notification is limited to teams and the deactivated employee is part of a team, no changes will apply. There will be no changes because Plecto does not automatically remove teams from the employee profile once it is deactivated.

Once you deactivate an employee, they will be hidden from the employee list in Plecto. To see an employee list with both the active and deactivated employees, do the following:

  1. Go to Organization > Employees.
  2. Click the Show deactivated employees checkbox at the top.
  3. Click Search. The deactivated employees will appear on the list with their names crossed out.

The Show deactivated employees option is a search filter and will clear once you reload the page.

Show Deactivated Employees
Are deactivated employees still showing up on your dashboard?

Have you removed them from the team? Or is your system still importing their data? Troubleshoot your setup to remove the unwanted data for good. Find more articles in Troubleshooting.

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