Deleting Employee Data

IceHrm uses a three-stage process for handling employee resignations and removing employee data. This ensures you have multiple opportunities to recover data before it's permanently deleted.

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The Three Stages

Active → Resigned → Archived → Permanently Deleted

Stage	Recoverable?	Data Available?
Resigned	Yes — one click to restore	Fully intact
Archived	No	Can download as JSON
Deleted	No	Permanently removed

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Stage 1: Initiate Resignation

When an employee leaves the organization, initiate their resignation. The employee is moved to the Resigned Employees tab.

How to Initiate Resignation

1. Go to Employees > Employees

2. Find the employee who is leaving

3. Click Initiate Resignation

4. The employee moves to the Resigned Employees tab

What Happens

• Employee can no longer log in
• All data remains intact
• You can restore the employee with a single click

Recovery

To restore a resigned employee, go to the Resigned Employees tab and click Activate on the employee record.

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Stage 2: Archive

Deleting an employee from the Resigned Employees tab moves them to Archived status.

How to Archive

1. Go to Employees > Employees

2. Click the Resigned Employees tab

3. Find the employee and click Delete

4. The employee moves to the Archived tab

What Happens

• Employee data can be downloaded in JSON format
• Recovery is no longer possible after this step
• Data is still stored but marked for eventual deletion

No Recovery

Once an employee is archived, they cannot be restored. Make sure you no longer need this employee's data before archiving.

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Stage 3: Permanent Deletion

Deleting an employee from the Archived tab permanently removes all their data.

How to Permanently Delete

1. Go to Employees > Employees

2. Click the Archived tab

3. Find the employee and click Delete

4. Confirm the permanent deletion

What Happens

• All employee data is permanently removed
• This action cannot be undone
• No recovery is possible

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Billing for Cloud Users

Important for Cloud Installations

For billing purposes, IceHrm counts both Active employees and employees in the Resigned Employees tab.

To stop being charged for an employee, you must move them out of the Resigned Employees tab (archive or delete them).

Employee Status	Counts Toward Billing?
Active	Yes
Resigned	Yes
Archived	No
Deleted	No

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Summary

Action	Result	Can Recover?
Initiate Resignation	Moves to Resigned Employees tab	Yes
Delete from Resigned Employees	Moves to Archived tab	No (can download JSON)
Delete from Archived	Permanently removed	No

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Best Practices

Recommendations

• Initiate resignation first — Always mark employees as resigned before archiving to allow time for recovery
• Download data before archiving — Export employee data in JSON format if you might need it later
• Review regularly — Periodically clean up the Resigned Employees tab to manage billing
• Follow retention policies — Ensure you comply with local data retention regulations before permanent deletion