Skip to content
  • There are no suggestions because the search field is empty.

How do I deactivate or archive a worker?

Remove a worker from active rosters without deleting their bonus history.

Purpose

When a worker leaves the company, you don't delete them. You deactivate or archive them. This article shows you how, and explains what happens to their open ProPays and bonuses.

When To Use This

Use this when:

  • A worker quits or is let go
  • A worker is on long-term leave and shouldn't appear on active rosters
  • You're cleaning up the People list

Before You Start

Confirm:

  • The worker has been notified
  • Open ProPays and bonuses are sorted out (more on this below)
  • You have admin permissions

Deactivate vs Archive

Two slightly different actions:

Most customers use Archive when someone leaves the company. Deactivate is a softer state for temporary cases.

Quick Path (Archive)

  1. Go to the People page
  2. Find the worker
  3. Open the actions menu (three dots)
  4. Click Archive
  5. Confirm

Step-by-Step

Step 1: Open the People page

Go to the People page. Find the worker.

Step 2: Open the actions menu

In the worker's row, click the three-dot menu.

You'll see options:

  • Edit role
  • Deactivate (or Activate if already deactivated)
  • Archive
  • View ProPays
  • View bonuses

Step 3: Click Archive

A confirmation modal opens. Read the warning carefully.

Step 4: Confirm

Click Archive. The worker disappears from the default People list.

What Happens to Open ProPays and Bonuses

Archiving a worker doesn't delete their bonus history.

  • Open ProPays — They're still on any active ProPays. The manager will see them and can decide whether to remove them or keep them in the calculation.
  • Held line items — Stay on hold until released or voided.
  • Statements — Past statements are preserved. They'll still show up in reports.
  • Mobile app — They lose access immediately. They can't log in.

If you're archiving someone with a final bonus owed, finish processing that bonus first or use a manual statement line item.

Bulk Archive

You can archive multiple workers at once.

  1. Use the checkboxes on the People list to select multiple
  2. Click the bulk action button
  3. Choose Bulk Deactivate or similar

Restoring an Archived Worker

If you archived someone by mistake, or they returned to the company:

  1. Filter the People page to show Archived status
  2. Find the worker
  3. Open actions
  4. Click Activate or Restore

Common Mistakes & How To Fix Them

  • "I archived the wrong person" Filter to Archived, find them, restore. No data is lost.

  • "They're archived but still showing on the dashboard" Refresh the page. If they were on an active ProPay, they may show until the next sync cycle.

  • "They left months ago and there are still open bonuses" Resolve those bonuses (release or void held items, finalize statements) and then archive.

  • "Archived in Protiv but still active in the integration" Archive in your integration too if they're truly gone. Otherwise the next sync may reactivate them in Protiv.

  • How do I edit a worker's wage or bonus rate?
  • Permission matrix: what can each role see and do?
  • How do workers, jobs, and milestones get into Protiv?
  • How do I bulk-edit role for multiple workers?