When an employee decides to resign, one of the critical steps a company must take is to ensure that all important data related to the employee’s work is thoroughly backed up. This process not only protects company information from potential data loss but also ensures smooth operations after the employee leaves their position.
A. How to Back Up Data
Back Up Attendance Data
Open the Personnel menu.
Click Show Personnel Attendance (magnifying glass icon 🔍) on the right side of the employee’s photo.
Select the desired attendance date range.
Click Download Personnel Summary to save the attendance data.
Back Up Visit Data
Open the Client Visits menu.
Select the relevant employee’s name.
Click Download.
Choose the desired visit date range.
Click Download Version 1 or Version 2.
Back Up Reimbursement Data
Open the Reimbursement menu.
Select Reimbursement List.
Specify the desired reimbursement date range.
Search for the employee’s name, then click Download Summary to save the reimbursement data.
Back Up Timesheet Data
Open the Timesheet menu.
Download the timesheet data as needed.
For example, if Employee A resigns, you can select the desired timesheet date range and search for the employee’s name. Then, click the Download icon in the Action column to download the timesheet data, as shown in the example below.
Hadirr also provides a data backup feature when you want to delete an employee’s data. The backup button available in this option will only provide data from the last 1 month, counted from the date the employee is deleted. The admin can select which data to download, and the backup results can be sent to the admin’s email by checking the available box.
B. Delete Employee Data
After all important data has been backed up, you can delete the employee’s data by following these steps:
Open the Personnel menu.
Click “Delete this personnel.”
The system will display a confirmation pop-up. Make sure you have backed up all necessary data before proceeding.
Once you are sure, select “Yes, proceed with deletion.”
Important Notes!
Once employee data is deleted, it cannot be restored. Therefore, make sure all important data has been backed up before deletion.
The storage and management of backup data are the responsibility of the admin who performs the deletion process.
By following the steps above, you can ensure that all data of employees who have resigned is safely stored before being removed from the system.
Hope this helps! 😁