Deleting or archiving an employee file

Before starting

The employee file is the central element of their presence in your Lucca database. This is the first action required when planning for the arrival of a new employee. However, there may be times when this file is no longer required. Two possible cases:

• your employee leaves the company, you then archive their file by entering a contract end date;
• your employee decides not to join the company or you have created their file in error, you then delete their file.

1. Managing the departure of an employee

Archiving the file allows you to indicate that the employee has left your company while retaining their history in the HR record and the other Lucca solutions. This means you will have all the details you need if the employee returns.

a. Indicate a contract end date (employee’s departure)

To archive an employee file, you must enter a contract end date.

b. Managing the return of an employee

If your employee returns to your company, you will just need to create a new contract for this departed employee. Note that they will not be able to access your Lucca instance before their new contract date.

c. Right to be forgotten module

You can use the right to be forgotten module in two situations:

• to implement the right to be forgotten exercised by one of your employees;
• to implement storage periods with regard to the data entered in the chosen employee solutions.

You can view the corresponding file by clicking on: Right to be forgotten module

2. Cancelling an employee’s arrival

This section concerns employees who ultimately decide not to join your company, but for whom you have already created an HR record.

a. Use of the feature

Two conditions are required to use the “Cancel an employee’s arrival” button:

1. Having the “Create/Delete an employee” permission
2. Meeting the deadline: until the evening of the first day of the employee’s contract

When the deletion is complete, the following message will appear.

b. Deletion errors

The complete deletion of the employee file may not be possible for technical reasons. The tool then automatically performs archiving (step 1.a) then the right to be forgotten (step 1.c) of the employee file. The following message appears to advise you of this:

Incomplete deletion usually occurs when there is interaction with other software in the Lucca suite (non-exhaustive list):