When someone leaves: deactivate, delete an invite, erase a record

When someone leaves, Maliru separates two things: their access, which should stop the day they go, and their record, which your jobs, timesheets, forms and audit trail still depend on. Deactivating stops the first and keeps the second. Erasing removes the person's details and still keeps the history.

Deactivate

Open the person in Users and choose Deactivate at the top of their drawer. "{name} will lose access to Maliru. Their records and history are kept, and you can reactivate them later."

• They can no longer sign in to your workspace, and they move to the Inactive tab.
• Their seat is freed straight away.
• Everything they did stays where it is: timesheets, forms, evidence, chat and the audit trail.
• Reactivate brings them back with the same role and records: "{name} will regain access to Maliru with their existing role and records." It needs a free seat.

You can deactivate several people at once from the list: tick them and choose Deactivate in the selection bar. See The Users list.

It's a good idea to set their End date on their profile too, so the record says when they left. If you run pay in Maliru, set it before the run that covers their last day: a salaried leaver is paid for their working days up to that date, and stays on that run after you deactivate them.

Delete an invite

If someone was invited but never signed in, and nothing is recorded against them, you can remove them entirely. On their Profile tab, under Danger zone, choose Delete invite: "This person never signed in and nothing is recorded against them, so their record is removed entirely. This cannot be undone."

It's the fix for a mistyped phone number or an offer that fell through. To remove several unused invites, tick them on the Invited tab and choose Delete invitations. Deleting an invite frees its seat.

An invite that already has work against it can't be deleted: "This invite already has work against it. Erase the record instead."

Erase a record

Someone who has signed in has history hanging off their record, so it's never deleted. Instead their personal details are erased and the operational record is kept. On their Profile tab, the Danger zone explains: "This person has signed in, so their record is kept. Deleting removes their personal details and keeps their work history and audit trail."

1. Deactivate them first. Trying to erase an active person says "Deactivate the user first."
2. Choose Delete user in the Danger zone.
3. Confirm Anonymize this record? "Personal details are permanently removed while the operational record and audit history are kept. This cannot be undone."

Erasing removes their name, mobile, email, photo, profile fields, national identifier, right-to-work date and emergency contact, and cancels their invite and ID card. The record moves to the Erased tab, where it shows as Former worker with the status Anonymized, and drops out of every other tab.

To erase several inactive people at once, tick them on the Inactive tab and choose Delete records.

The rules

• Only an owner can erase a record: "Only an owner can anonymize a user record." Deleting an unused invite only needs Manage users.
• Nobody can deactivate, delete or erase their own account: "You cannot deactivate your own account."
• "The workspace must keep at least one active owner." Only an owner can deactivate another owner.
• "Only an owner can deactivate someone who administers access."
• An erased record can't be edited, deleted or erased again. It's kept as the proof that the erasure happened.