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Deleting or deactivating my employee's profile

An employee finished their contract and left the company? We'll explain the steps to follow ! Don't forget the 2nd step, it's crucial !

Kimberley avatar
Written by Kimberley
Updated over a week ago

First and foremost, we would advise you to deactivate profiles rather than delete them.

Why ? As an employer, you are obliged to keep your employees' details in the personnel register for up to 5 years after they have left. Deleting a profile means deleting its entire history, schedules, counters and information from the personnel register.


Terminating your employee's contract

Head to your employee's profile > Contract tab :

  • Click on "Actions"

  • Select "Terminate the contract" for your long-term contracts and indicate the end date as well as the reason

  • Select "Edit the contract" for your fixed-term contracts, seasonaires, apprenticeships, extras and trainees. You will be able to edit the end date and the reason

Good to know :

  • If the contract start date is not entered, you will not be able to terminate the contract. You need to add it first.

  • If shifts and absences are scheduled after the contract end date, you will be asked to choose between :

    • End the contract anyway and delete these future shifts. This choice permanently deletes the shifts.

    • End the contract and create a new one to which your future shifts and rest periods will be attached to


Disabling your employee's profile to inactivate it

When an employee is made inactive :

  • They can no longer connect to their Combo space

  • They no longer receive messages sent by the company from Combo

  • They no longer appear on the list of active employees in the Team tab (but remain visible on the inactive list)

  • They continue to appear in the staff register

Head to your employee's profile > Access and permissions tab :

  • Un-check the "Account Access" button and that's all !

Should this employee work for you again or if this was a mistake, you can re-activate their access by checking the button.

Good to know : You will not be able to remove access to a profile with a similar or higher role than yours.


Deleting a profile created by error

Have you created a duplicate employee profile, or has your new recruit finally changed their mind and won't be joining your workforce anymore, and you want to delete the account entirely ?

Head to your employee's profile > Permissions and access tab :

  • Go to the bottom of the page and click on "Delete Account"

  • Confirm the process again (we know it's a lot, but remember that deletion is definitive and can't be reverted !).

Good to know : Deleting an employee is only accessible for admins and directors (if this permission is enabled).

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