Introduction
When a worker leaves a shift or your company, Nowsta provides different ways to manage their status. Removing, archiving, and deactivating a worker are different actions, and each has different effects on scheduling, billing, account access, and historical records.
This article explains the difference between these actions and guides the recommended way to offboard a worker.
Overview
Remove a Worker From a Shift
Removing a worker refers to taking them off a specific shift. This does not remove the worker from your company or roster.
Use this option when you need to make a scheduling change, such as replacing a worker on a particular shift.
Archive a Worker
Archiving a worker removes them from your active roster and prevents them from being included in future scheduling while preserving their historical records.
This is the recommended method for offboarding a worker who is no longer working with your company.
When a worker is archived:
They are removed from active scheduling.
Their historical shifts and records remain available.
Their timesheets, pay rates, and job history remain associated with their profile.
They stop counting toward billing starting with the next billing period, provided they remain archived for the full billing period.
Their profile can be reactivated if they return to your team.
Deactivate a Worker
Deactivation refers to a worker deleting their own Nowsta account through the Nowsta Workers App.
This is different from archiving and can only be initiated by the worker. An administrator cannot delete or deactivate a worker's account on their behalf.
Worker-initiated account deletion is permanent and cannot be reversed.
How to Archive a Worker
Go to your Worker Roster.
Find the worker you want to archive.
Select Archive.
Confirm the action.
You can archive workers individually or archive multiple workers in bulk, when applicable.
Once archived, the worker will no longer be included in active scheduling, while their historical information remains attached to their profile.
Billing After Archiving
Archived workers stop counting toward billing starting with the next billing period, provided they remain archived for the full billing period.
For this reason, we recommend archiving workers as soon as you know they are no longer active rather than leaving them on your active roster.
Alternative Method
If the Archive option is not working from the Worker Roster, you can archive the worker directly from their individual profile.
Open the worker's profile.
Locate the Archive option.
Select Archive.
Confirm the action.
This can be a useful alternative if you encounter an error when trying to archive the worker from the roster.
Troubleshooting
The Archive button returns a 409 error
If you receive a 409 error when attempting to archive a worker from the roster, try archiving the worker directly from their individual profile instead.
If the issue continues, contact Nowsta Support for assistance.
An admin or owner was accidentally archived
Do not archive the only admin or owner on your account. Archiving an account owner or the only administrator can result in the account being locked out. If this happens, another administrator or the Nowsta Support Team may need to restore the appropriate Owner role to regain access.
I need historical records for an archived worker
Archiving does not remove the worker's historical records. Past shifts, timesheets, pay rates, and job information remain associated with the worker's profile.
If you need historical information for purposes such as an audit or legal record, contact the Nowsta Support Team for assistance accessing the information.
A worker deleted their account and wants to return
A worker who permanently deletes their Nowsta account cannot have that account reactivated or merged with a new account.
If you want to rehire or re-engage the worker, they will need to create a new Nowsta account.
Important Notes
Removing a worker from a shift does not remove them from your company. It only removes them from that specific shift.
Archiving is the recommended method for offboarding workers who are no longer active with your company.
Archiving is reversible. A worker can be reactivated if they return to your team, with their historical records remaining intact.
Archived workers must remain archived for the full billing period to be excluded from billing.
Archiving does not delete the worker's historical shifts, timesheets, pay rates, or job records.
Never archive the sole admin or owner of your account, as this can prevent access to the account.
Worker deactivation is a worker-initiated action. Administrators cannot deactivate or delete a worker's account on their behalf.
When a worker permanently deletes their account, their personal information, such as their email address and contact details, is removed from Nowsta.
The worker's name and work history remain visible within your company account for record-keeping purposes.
Worker-initiated account deletion is permanent and irreversible. The account cannot be reactivated or merged with another account.
If a worker who deleted their account returns to your company, they must use a new account.
Summary
The appropriate action depends on what you need to accomplish:
Action | What it does | Historical records | Reversible? |
Remove from shift | Removes the worker from a specific shift | Remains available | Yes |
Archive | Removes the worker from active scheduling and the active roster | Remains available | Yes |
Deactivate/Delete | Worker permanently deletes their own account | Work history remains for company records, but personal account information is removed | No |
For normal employee offboarding, archive the worker rather than deleting their account. Archiving keeps their historical information intact and allows you to reactivate them if they return in the future.
Need More Help?
Please contact support@nowsta.com. We're happy to help if you have questions about removing, archiving, or deactivating workers in Nowsta.