Overview
When a staff member leaves — whether it's a planned departure or something more unexpected — archiving their profile in Florence keeps your active staff list tidy while
making sure their complete history is preserved. Archiving removes them from the rota and active staff view, but their shifts, timesheets, and payroll records are all
retained and can still be accessed whenever you need them.
How to Archive a Staff Member
Go to Staff > My Staff and open the staff member's profile.
Click the Employment Details tab.
Set an employment end date on their contract — this marks the formal end of their employment.
Click the Archive option (found in the actions menu or at the bottom of their profile).
Confirm the action. The staff member will be moved to the Archived list.
[Screenshot: Archive option on staff profile]
What Happens When You Archive
The staff member is removed from the active Staff list and the Rota view.
They will no longer receive shift notifications or appear in rota dropdowns.
Their historical shifts, timesheets, and payroll data are retained and remain accessible by filtering for Archived staff.
Any future shifts assigned to them should be reassigned before archiving.
Any pending leave requests should be cancelled or resolved before archiving.
Reactivating an Archived Staff Member
If a staff member returns to your organisation, you can reactivate their profile:
In the Staff list, use the Status filter to show Archived staff.
Open their profile and click Reactivate.
Update their employment details (new start date, contract, pay rate) as required.
Tips
A few things to check before you archive:
• Future shifts — any upcoming shifts won't be removed automatically, so it's worth checking and reassigning or cancelling them first.
• Timesheets — make sure any outstanding timesheets are approved before their final payroll run, so nothing is missed.
• Don't delete profiles — always use archiving rather than deletion. It keeps the audit trail intact and means you can reactivate the profile easily if the person ever comes back.