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Employees

Archiving and deleting employees, and GDPR data export

When to archive and when to delete an employee, and how to export one person's data.

Written By Karl

Last updated About 9 hours ago

When someone leaves, you can archive them to keep their records, or delete them to remove their data completely. You can also export everything Evenpay holds about one person.

Who can do this: Administrators.

Where: employee profile → Employee actions, or bulk actions in the Employees list

Archive an employee

  1. Open the profile and choose Employee actions → Archive Employee.

  2. Confirm.

Archived employees leave the active list but keep their records. Show them with the Archived status filter, and bring them back with Restore.

Delete an employee

  1. Open the profile and choose Employee actions → Delete Employee.

  2. Read the warning and confirm.

Deleting permanently removes the person with their salary history, justifications, history and related records. It can't be undone. In the Employees list, Delete Permanently is only offered for archived employees.

Export one person's data (GDPR)

  1. Open the profile and choose Employee actions → Export data (GDPR).

  2. Download the file. It includes the person's full history.

Use this to answer a data subject access request.

Good to know

  • Prefer archiving while you may still need the person's data for pay gap reporting or pay information requests.

  • A CSV import or HR system sync can also archive, deactivate or delete people who are missing from the source, depending on its settings. See Importing employees from a CSV file and Managing a connection.

  • The export needs the employee data export right, which Administrators have.

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