If you happen to come across a duplicate user in your Toolkit, it can be removed using 1 of 2 methods outlined below.
Note: Deleting a user, using the methods highlighted below, will completely erase the record from your Toolkit and is NOT reversible.
Identify the Duplicate
The first thing you need to do is identify which record you want to keep and which you want to remove.
Start by navigating to
Setup & Admin > Manage Users and rename one of the duplicates so you can tell them apart.
You can now identify the duplicate in 1 of 2 ways;
- You can navigate to Management > Reports > Logins, and check which of the records has logged in and which hasn't.
- You can navigate to Employee Files and look at both the duplicate's records (e.g. to see if one has more information than the other).
Method 1 - Manage Users
When you know which record you want to keep and which you want to delete, navigate back to
Setup & Admin > Manage Users and select the delete button (this icon looks like a bin with a red background) next to the duplicate's name .
Note: You cannot delete a record this way if the employee/duplicate has a holiday or sickness entry. The record must be deleted using the method below.
Method 2 - Leavers
If you're unable to follow the above method, you can instead navigate to
Management > Leavers > Set Leavers and mark the duplicate as a leaver.
From there, navigate to the Archive tab, find the duplicate and select the "Actions" button and then select "Data Retention Settings".
Lastly, select Full Deletion and at the bottom, select "Process this leaver immediately". Once you press Update, it will remove the user from the Toolkit.
If you can't access the Leavers area (and the Toolkit is telling you to setup permissions) or, you don't see the "Data Retention Settings" option in the Archive, navigate to
Setup & Admin > User Permissions, find yourself and select the yellow button to the right of your name.
Now make sure "Manage Leavers" and "Configure Individual Retention Policy" are set to Yes and press Update. Now follow the steps above again.
If you don't see Setup & Admin, this means you will need to speak with the designated Controller within your system and ask them to revise your permissions.