Four actions sit at the top of the profile page. Three of them directly affect an employee's ability to work, and one of them cannot be undone.
The four actions
| Action | Where | Effect | Can it be undone? |
|---|---|---|---|
| Reset password | Dedicated button at the top of the page | The employee must use the new password | Yes — reset it again |
| Export PDF | … button › Export PDF | Downloads the profile as a PDF file | Not needed |
| Deactivate | … button › Deactivate | Blocks login; data is kept | Yes — reactivate |
| Delete | … button › Delete | Deletes the profile from the system | No |
Resetting a password
- Click Reset password in the upper-right corner of the profile page.
- Enter the New password and Confirm password, at least 6 characters.
- Click Reset password.
- Send the new password to the employee through a private channel and remind them to change it on their first login.
Do not send passwords in a shared group chat, and do not use the same password for multiple people. Remind employees to change their password as soon as they are able to log in.
Deactivating an account — when to use it
- An employee leaves the company. This is the correct action, not Delete.
- Extended unpaid leave, when the employment relationship is suspended.
- Suspected account compromise, when access must be blocked immediately during an investigation.
- After deactivation, the person cannot log in, but all historical data — timesheets, payrolls, contracts — remains intact for lookup and settlement.
Process when someone leaves
- Open the Assets tab, reconcile and recover all company assets.
- Open the Job › Employment Status tab, fill in the End date and mark Resigned.
- Wait until the final pay period is closed and insurance procedures are completed.
- Only then click … › Deactivate to block login.
Do not use Delete for employees who leave. Deleting removes the profile, along with historical data needed for tax finalization, insurance and labor disputes — records the company is obligated to retain. Use Delete only for profiles entered by mistake, duplicates, or test data.
Exporting a profile PDF
Use this when you need a printed copy of the personnel profile for paper records, for procedures with government agencies, or when an employee requests a copy of their data. The file contains personal data, so handle it as a confidential document.
