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Archive a Staffer in BigTime Foresight

In BigTime, you can set a staffer’s status to “inactive”. If a staffer takes an extended break but remains employed, you can exclude them from utilization and capacity calculations while maintaining their profile data in BigTime. That way, you can easily reactivate their profile when they eventually return. 

If you use BigTime Foresight, archiving a staffer requires a few extra steps. This article will explain those steps and show you how to archive a staffer.

Archiving a Staffer 

To archive a staffer in Foresight, you’ll need to do three things:

  • Set up their contract end date,
  • cut and delete their leftover assignments, and 
  • set up their correct archived status in BigTime.

Let’s dive into each of these steps one by one.

Setting Up Contract End Date

Leave BigTime Foresight ➡ Go to BigTime ➡ Click left Sidebar ➡ Go to My Company Tab ➡ Go to Staff List Section ➡ Click the right staffer ➡ Go to Basic Info ➡ Scroll down to Profile and Management Section ➡ Set Up Contract End Date 

To properly archive an employee, exit Foresight and go to BigTime. Open your staff list by going to MY COMPANY...STAFF LIST from your main navigation toolbar, and then open the profile for your specific staffer. Then, go to the PROFILE AND MANAGEMENT section and set the contract end date in the EMPLOYEE END DATE field. Stopping employment should reset employees' capacity and prevent them from being assigned new assignments. Remember to click the blue SAVE button after adding your staffer’s contract end date.

Next, you’ll need to set up your staffer’s contract end date in Foresight. Log into Foresight and open the TEAM MEMBERS tab in your main navigation sidebar. Next, open the profile for your chosen staffer and go to the CONTRACTS tab. Click on the EDIT button to the right side of their contract to open the editing modal, add the contract end date under the CONTRACT START/END DATE field, and then click SAVE. Make sure that the contract end date you choose matches the one you set previously in BigTime. 

Go to BigTime Foresight ➡ Go to the Team Members Tab ➡Click the right staffer ➡ Go to the Contracts Section ➡ Edit all current contracts ➡ Set up Contract End Dates 

 

Cutting and Deleting Leftover Assignments

To maintain precise and accurate financial calculations and optimize work planning, you should also cut off all assignments of a given staffer on the calendar date when their contract ends. After cutting assignments, either remove the part of the assignment that will no longer apply to this staffer or find a replacement for them. In other words: clear this employee's entire future work.

Go to BigTime Foresight ➡ Go to the Team Members Tab ➡Click the right staffer ➡ Go to the Calendar Section ➡ Click the right mouse button and cut proper assignments ➡ Delete the staffer’s future assignments or find a replacement

 

Setting the Correct Status in BigTime

Finally, you’ll need to mark the staffer’s status as inactive in BigTime. Go from BigTime Foresight to BigTime again and back to the same place where you set the contract end date. There you will find the STATUS field. Change the staffer's status to Items Attached To This Status Are Inactive by checking that checkbox in their settings. The name of this status will vary depending on your organization because it is a configurable field.

Leave BigTime Foresight ➡ Go to BigTime ➡ Click left Sidebar ➡ Go to My Company Tab ➡ Go to Staff List Section ➡ Click the right staffer ➡ Go to Basic Info ➡ Scroll down to Profile and Management Section ➡ Set Up the proper status in the Status Field

 

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