In Salary, it is possible to delete an employee whether they have received a salary before or have never been on a payroll.
Why delete an employee?
There can be several reasons for wanting to remove a profile from your overview. It could be due to a setup error, a desire not to store sensitive personal data (GDPR), or simply because you want a cleaner overview of your staff.
Important: Before you delete
While we have made the process simple, please be aware that deleting an employee is a permanent action and cannot be undone. Once you confirm the deletion, the employee's master data and profile will be purged, and our support team will not be able to restore the profile.
As an employer, you are legally obligated to store employee payslips for 5 years. You can download all payslips as a ZIP file.
The 4 Stages of Deletion
A profile/employee can be in one of four stages when you wish to delete it:
1. Employee has never received salary
1. Employee has never received salary
If a payslip has never been processed for the employee, there will be no payslips to download. If you attempt to download all payslips, an empty ZIP file will be generated. If you are certain the employee has not received a salary in Salary, you can skip this step. If you have registered hours on an employee that have not been settled yet, you can still delete the employee, but be aware that deleting the employee will also delete these future payroll registrations.
If the employee has received a salary and has an active contract, it will not be possible to delete them from the system immediately. They must first have a registered termination date and be fully settled in the system. After this, the option to delete the employee will become available.
2. Employee is active and has received salary
2. Employee is active and has received salary
If the employee has received a salary and has an active contract, it will not be possible to delete them from the system immediately. They must first have a registered termination date and be fully settled in the system. After this, the option to delete the employee will become available.
3. Employee is terminated but missing final settlement
3. Employee is terminated but missing final settlement
If a termination date is set, but the final salary or holiday pay payout has not yet been processed, it will not be possible to delete the employee. The delete function will only appear once the final settlement has been completed.
4. Everything is finalized and settled
4. Everything is finalized and settled
Once the employee is terminated and fully settled, the "Delete employee" button will be visible. Since you are legally obligated to store employee payslips for 5 years, you will be given the option to download these during the deletion process. When you confirm, the profile is anonymized to protect your accounting and bookkeeping integrity while removing personal data.
OBS: Switching between Employee and Freelancer
If you are changing an employee to a freelancer, you should not delete the employee profile. Please contact our support team if you wish to change a worker's status.