---
title: Archive and reactivate an employee
description: "Archiving removes an employee from headcount without destroying their data: payroll history, documents and HR records remain available for audit. You can reactivate a profile at any time, for example after an internal mobility return or a rehire. - **Reading…"
url: "https://illizeo.com/en/centre-aide/archive-and-reactivate-an-employee/"
updated: "2026-09-21"
category: Core HR services
---

# Archive and reactivate an employee

Archiving removes an employee from headcount without destroying their data: payroll history, documents and HR records remain available for audit. You can reactivate a profile at any time, for example after an internal mobility return or a rehire.

- **Reading time**5 min
- **Level**Intermediate
- **Last updated**May 2026
- **Module**Personnel administration

## Archive vs delete

Illizeo recommends archiving as soon as an employee leaves. Permanent deletion should only be used for profiles created by mistake, since it removes the audit trail and may breach your legal retention obligations (payslips, GDPR archive).

## Archive procedure

1. ### Verify the final payroll

   Before archiving, make sure the final settlement has been calculated and the last payslip issued. Archiving freezes any future calculations.
2. ### Open the employee profile

   From *Employees*, click the name then open the *More* menu in the top right.
3. ### Click Archive

   Enter the leaving date, the reason (resignation, end of contract, retirement...) and confirm. The employee disappears from active lists but remains accessible via the *Archived* filter.
4. ### Revoke access

   Illizeo automatically disables SSO and the self-service portal. Remember to revoke access to third-party tools via your IdP.

## Reactivation procedure

1. ### Filter archived employees

   In the employee list, enable the *Include archived* filter or open the *Archived* tab.
2. ### Open the profile and click Reactivate

   Enter the new start date and decide whether you keep the existing profile or create a new linked contract.
3. ### Check permissions and workflows

   Manager, team, SSO rights, available modules: every setting must be reviewed before the employee logs back in.

## What happens to data after archiving?

| Data | Status after archiving | Retention period |
| --- | --- | --- |
| Payslips | Kept and accessible | 50 years (LPP/AVS) |
| Signed contracts | Kept in the vault | 10 years |
| Optional personal data | Anonymised on request | Per GDPR policy |
| Performance reviews | Kept | 5 years |
| Self-service access | Revoked | Immediate |

## FAQ

   Does an archived employee count toward billing?

No. Only active employees count toward your plan. You can archive as many profiles as needed at no extra cost.

   Can I archive in bulk?

Yes, from the employee list, select multiple profiles then *Bulk actions → Archive*.

   How do I export the full file before archiving?

From the profile, click *Export file* to download a ZIP with payslips, contracts and signed documents.

   What if I must delete for GDPR compliance?

Use the *Anonymise* action: personal data is replaced but the legal history remains readable.

### Run a clean offboarding

Trigger an offboarding journey to orchestrate equipment return, exit interview and access removal.

[See Core HR articles](/en/centre-aide/?cat=core-hr-services)

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