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Why Can’t I Find an Employee in the Archived Staff List?

Occasionally, you may search for a former employee in the Archived Staff list and notice that their name is no longer there. This is expected behavior and does not mean their data has been deleted.

Why Employees Disappear from the Archived List

To keep the archived staff list manageable and easy to navigate, SubItUp gradually removes employees from the archived list after they have not logged into the system for an extended period of time.

This helps prevent the archived list from becoming overly long, especially for organizations with high employee turnover.

Is the Employee’s Data Lost?

No — historical data is preserved for a period of time.

Even if the employee no longer appears in the archived list, their historical records such as:

  • Past schedules

  • Shift history

  • Time records

  • Reporting data

may still be stored in the system.

Employee historical data is retained for a period determined by your account’s package type. If you are unsure how long your data is stored, please contact SubItUp Support for clarification.

How to Reactivate a Former Employee

If the employee returns and needs access again, simply add them as a new employee.

When you re-add them:

  • The system will reconnect them to their existing historical records

  • Their past activity will still appear in reports and history (if still within the retention period)

When to Contact Support

If you believe an employee’s historical data is missing or not reconnecting properly after re-adding them, feel free to reach out to SubItUp Support and we’ll be happy to help.