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How to delete or deactivate an employee's account

Learn how to delete or deactivate an employee in Ronspot. Deleting an employee is permanent and irreversible, while disabling an employee temporarily deactivates their account without deleting it.

Table of contents

  1. Disambiguation
  2. Deleting an employee's account
  3. Disabling an employee's account

 

1. Disambiguation

When you delete an account permanently, all data associated with that account is erased and cannot be recovered. This action is irreversible and should only be used when an account is no longer needed.

Example: An employee leaves the company permanently, and their account is no longer required. In this case, deleting their account ensures that their data is removed from the system.

When you deactivate an account, the account remains in the system, but the user cannot log in or make new bookings. Additionally, all existing bookings are deleted and cannot be recovered upon reactivation. However, the account itself, including user details, remains stored and can be reactivated when needed.

Example 1: An employee goes on extended leave (such as maternity leave or a sabbatical). Instead of deleting their account, an administrator can deactivate it, allowing them to regain access when they return—though they would need to rebook any previous reservations.

Example 2: An employee repeatedly violates parking rules, such as parking in unauthorised spaces. As a consequence, their account is temporarily deactivated to prevent further violations. Once they acknowledge the policy and agree to comply, the account can be reactivated, but their previous bookings will not be restored.

 

2. Deleting an employee's account

Step 1: Navigate to 'Employees'

Step 2: Select 'Delete employee'

  • Locate the employee
  • In the 'Actions' column, click on ...
  • Then select Delete employee.

Step 3: Confirm the deletion

screenshot-delete-employee2

  • A pop-up window will open. To confirm the deletion, type the confirmation word in the provided field.
  • Then click the CONFIRM button.

 

3. Deactivating an employee's account

Step 1: Navigate to 'Employees'

Step 2: Locate the Employee

Step 3: Click the 'Active' link

  • Locate the Employee
  • In the 'Status' column, click the Active link associated to this employee.

Step 4: Confirm the deactivation

  • A pop-up window will open with the message: "This user will keep any booked spaces even if they are inactive."
  • Click OK to disable the employee.

Reactivating an amployee: To make an employee active again, simply click on the Inactive link in the 'Status' column. While you can reactivate their account, any existing bookings will be lost.