Deactivating and Disabling Coworkers in Beam
There are several options to Disabling users on the Beam platform.
This can be done from any active profile (i.e., not disabled).
? Benefits of Disabling a Coworker
Archiving a profile helps streamline the offboarding process by executing multiple actions at once:
✔️ Disables the user’s access to the platform (both web and mobile).
✔️ Removes future elements from calendars, including:
• Work shifts
• Absences and PTO
• Prevents the need to delete these items one by one.
✔️ Cancels pending requests made by the coworker, including past requests (shift changes, absences, PTO, etc.).
✔️ Deletes assigned weekly shift patterns (annual planning view).
✔️ Removes assigned workplaces, which helps:
• Clean up lists of active coworkers in leave and annual calendar views.
✔️ Removes the coworker from audience lists used for tasks, simplifying list management.
✔️ Removes the coworker from the organizational structure if they held a Manager, Editor, or Read-Only role.
? When Does the Archiving Process Occur?
The archiving process takes place overnight before the selected date.
? This means the profile will be marked as “archived” starting the day after it is scheduled.
? Accessing Disabled Profiles
All archived profiles are grouped in the view:
➡️ “View Disabled Coworker Profiles”
From this list, you can still:
✔️ View certain data, such as the PTO balance, hour counters, or annual calendar.
✔️ Reactivate the profile if the coworker returns to work.
? Automatic Archiving Upon Contract Termination
Whenever a contract is closed (i.e., when an end date is set and no new contract follows), Beam suggests scheduling the profile’s archiving.
? In this case, the suggested archiving date is the day after the contract end date.
? Disabling can be scheduled or canceled anytime before it is executed.
? Effects of Disabling on Schedules Displays
Once disabled, a coworker does not disappear completely from the calendar but is:
1️⃣ Moved to the “Former Coworkers of this Schedule” tab, accessible from the coworker selector in the schedule.
2️⃣ If the coworker is removed from this list, they will no longer appear in the work shift schedule view.
3️⃣ To make them visible again, a Super Administrator must reassign them to a location linked to that schedule.
? Impact on Other Platform Views:
• When a location is removed from a coworker’s profile, they disappear from selection options in views such as:
• Annual coworker schedule
• Coworker lists in PTO days counters
• PTO calendar view
? Data Retention After Disabling
? Disabling a profile never deletes past data, including:
✔️ Worked hours
✔️ Clock-ins
✔️ Past absences and PTO
✔️ Variable payroll elements (overtime, holiday hours, etc.)
? This data remains accessible for:
• Productivity analysis
• Historical reference
• Legal and administrative requirements
? Legal Data Retention Requirements
✅ Work shift data must be retained for 4 years.
✅ Clock-in data must be retained for 3 years.
This ensures compliance with legal regulations and provides access to records when required.