Skip to content

Archive a leaver and hand over their work

Move a leaving colleague's named work to someone else, then take them off the pickers.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For managers and admins. Archiving hides a person from pickers. It does not stop them signing in.

Steps

  1. Open Staff archive.
  2. Find the leaver in the list.
  3. Press Hand over their work. The preview shows their named seats, reports and planned work.
  4. Under Who takes over?, choose a colleague.
  5. Under Why?, say why, for example when they leave.
  6. Press Hand it over. Check any that could not be moved.
  7. Press Archive on their row, then Confirm.
  8. Ask an admin to remove their sign-in if access must end.

If it goes wrong

  • Archiving does not release their caseload. A young person needs a named person, so hand over first.
  • It does not block sign-in. Only an admin can end that.
  • If you archived the wrong person, press Restore. They are assignable again at once.
  • If the list will not load, press Reload staff archive.

How it links together

Archiving removes the person from pickers and escalation routing across the organisation. It does not move caseload or stop sign-in, which is why the order matters.

Leaving, in the right orderHand over first, archive second, end access last.
  1. Hand overSeats, reports, plans
  2. ArchiveOff the pickers
  3. End accessBy an admin
  4. History keptName stays on work

What archiving does

The person stops being offered in pickers for caseload, DSL, mentor and scheduling. They drop out of escalation routing. Everything they recorded stays, with their name.

What it does not do

It does not sign them out or block sign-in. It does not move their caseload. It is a visibility decision, not a security one.

Other organisations

Staff records are shared across organisations on the platform. Archiving someone who also works for another one removes them there too.

Handing over

The hand-over moves named DSL seats, half-term reports still being written and planned work from today on. Items that cannot be moved are listed, not lost.

Restoring

Restoring makes them assignable again at once. Nothing was removed when they were archived, so there is nothing to rebuild.

Ending access

If the person should no longer sign in, ask an admin to remove or disable their account in People.

Questions people ask

Does archiving stop them signing in?

No. Only an admin can end access, by disabling or removing the account.

What happens to their young people?

Nothing automatically. Hand their work over first so each has a named person.

Will their past work lose their name?

No. Everything they recorded keeps their name.

Can I undo it?

Yes. Press Restore and they are assignable again at once.

Why does it warn about other organisations?

Staff records are shared across the platform. Archiving someone who works for another organisation removes them there too.

Who can archive?

Managers and admins.