When a user leaves your company, it is important to know that you have to deal with a retention period. In this article, we explain how to delete archived employees and how to configure a retention period.

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It is possible to delete archived colleagues. This can be done in two ways: through their profiles or from the colleagues archive. It is even possible to delete multiple employees at the same time.
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To delete an employee via their profile, go to that employee's profile. Then click the Delete colleague button at the bottom of the page.

To delete multiple employees at once, navigate to Colleagues > Archive. Here you can bulk select all employees you want to delete and then click the Delete button.
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When archiving a colleague, you can specify the date from which you want to permanently delete their employee file. By default, this is set to the termination of employment date + 5 years, but you can change this date yourself.
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As soon as you set the retention period, we will send reminders to delete the user from the date set. Deleting an employee remains a manual action to avoid errors, because once deleted, everything is really gone.

You can change the date of the retention period later in the employee's profile. In the colleagues archive overview you can also see which retention dates have all been configured.
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In principle, all data is deleted from employee files. This includes profile data, documents, leave budgets, absence files, expense claims, personal development reports, etc.
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However, the colleague's name is still visible in some places for other colleagues who are still employed: