Archiving employees

Want to remove an employee’s software access or retire old employee data? Organization admins and third-party users can do so by archiving that employee.

What does archiving do?

Archiving an employee retires that person and their behavioral data from the PI software.

When you archive an employee, the following actions take place:

• The employee is removed from your list of “current employees.”
• The employee loses software access to the PI platform (if they had it before).
• Any assessment results (Behavioral Pattern, Reference Profile, etc.) are hidden.
• The employee is added to your list of “archived employees.”

Note: You can filter between current and archived employees anytime from the employee directory.

How to archive an employee

1. Log in to the PI software.
2. Click the gear icon () in the top-right of the navigation bar. 
3. You will land on the People tab within the Administration page.
4. Search for the name or email of the employee you’d like to archive.
5. Click the dots icon () to the right of the person’s information.
6. Select Archive employee from the options.

The following steps depend on whether the employee owns existing items (e.g., jobs, teams).

If the employee doesn’t own items:

1. A confirmation message will appear.
2. Click Archive.

Note: Once an employee is archived, the action cannot be undone.

If the employee does own items:

1. A message will appear asking you to transfer ownership.
2. Click Transfer items.
3. A menu titled “Transfer items” will open.
4. Enter the name or email of the person to whom you’re transferring ownership.
5. Click Transfer items.
6. The items will be transferred, and the employee will be archived.

Note: Once an employee is archived, the action cannot be undone.

How to un-archive an employee

1. Log in to the PI software.
2. Click the gear icon () in the top-right of the navigation bar. 
3. You will land on the People tab within the Administration page.
4. Click the dropdown box titled “Current employees.”
5. Select “Archived employees” from the available options.
6. Look for the name or email of the employee you’d like to archive.
7. Click the dots icon () to the right of the person’s information.
8. Select “Unarchive employee” from the options.

What data is viewable post-archive?

There are a few places where an archived employee’s data is still viewable within the PI software.

Administration

Archived employees are removed from the list of “current employees” in your employee directory. As a result, the vast majority of users will no longer have access to view them.

The sole exceptions are organization admins and third-party users. These users can view archived employees by selecting the “archived employees” filter near the top of the directory.

Note: When viewing archived employees, org admins and TPUs can see information such as full name, job title, and email address. However, behavioral data will no longer be accessible.

Hire

If the employee was previously a candidate in Hire, their data will be retired.

Exception #1: If the employee is being used as a top performer, that Behavioral Target will remain available, and the person’s name will stay visible.

Exception #2: If the employee contributed to a collaborative target, their behavioral and/or cognitive inputs will remain available.

Inspire

No employee data is retained in Inspire.

Design

If the employee was added to a team in Design, they will be removed from that team at the point of archive.

However, their data will remain active within Design results until the team is “re-revealed” in Team Discovery without the employee.

Diagnose

Archiving an employee has no impact on Diagnose data, as employee survey data is already confidential and anonymous.

Learn more about data privacy in Diagnose.

Perform

Archiving an employee has no impact on Perform data, such as existing workspaces, agendas, or feedback.

However, once archived, an employee will lose access to the Perform software.

FAQ

Additional support

• Transferring ownership
• Importing organization data
• Anonymizing records