How to delete or deactivate a person

Normally, each record in the database is "active". But you have the possibility to delete records or to deactivate them. If you e.g. delete an employee from the database, you delete the complete record with its history and log.

Therefore, it can be a wise decision to keep the record and set it to Inactive. As a result, the record will be removed from the overview lists; but it's still available via an active search.

Note that you cannot delete data with active cross-references. If you want to delete an employee who is responsible for a department, you must first find a replacement. CC5 helps you with this by displaying a list of actions that must be done.

You can neither delete records with sub-records such as sub-departments or sub-categories. In this case, you must delete the sub-records first.

Note!
If a person stops working for your company, it is important to change the status of that person to "Inactive" in the system. See also How to transfer roles and accesses if employees resign.

Tip!
Your system administrator can also define a status that will delete an a person automatically after a certain period of time, e.g. 6 months after retirement date. This can be useful to fulfill GDPR requirements. Ask your system administrator if such a status is defined and what's its name.
Read more about auto-deletion People system settings for states.

  1. Go to People and open the record you want to deactivate in editing mode.

  2. Under Status, select the Inactive group and choose a status from this group.

  3. Save the record.

The status is changed immediately.

  1. Go to People and open the record you want to delete.

  2. CC5 checks now for active cross-references and relationships preventing the deletion of the record. You can now change the cross-references directly in this screen.

  3. Once everything is okay, you will be notified that you can delete the record. Select Delete.

The record is deleted.