An employee leaves: turn off access, archive or delete

Turn off the employee’s CRM access: they lose it at once on every device. A card with bookings or payroll history isn’t deleted but archived, so the history stays and the card no longer takes a seat.

Who can do this

• Access is turned off, and cards are archived or deleted, by the salon owner or by someone with Full access.
• Only the salon owner can turn off, archive or delete a card with the Full access level.
• A Manager edits staff cards but doesn’t handle access, archiving or deleting.

How to do it

Turn off CRM access

1. Open “Workspace” → “Staff” → the employee’s card.
2. In the “CRM access” block, click “Turn off access” and confirm.

“The CRM closes for this person on every device at once. You can turn access back on any time, no new email needed.” The card then says “Access is off. Turn it back on, no new invitation needed.”

When all seats are taken, the CRM tells you what frees one: “…turn off someone’s access or cancel an invitation” or “…archive someone”.

Archive the card

Archiving removes the person from the team but keeps their history: “Archived staff keep their bookings and payroll history but are hidden from the team, the calendar and new bookings.” An archived card doesn’t take a seat.

1. First move the employee’s upcoming bookings to other masters or cancel them: “This staff member has upcoming bookings. Move or cancel them first, then archive.”
2. Open the employee’s card and click “Delete”, then “Delete for good?”.
3. If the person has bookings or payroll history, the CRM won’t delete the card and offers: “Archive the card instead: it disappears from the team, the calendar and new bookings, and the history stays.” Click “Archive”.

If the person had CRM access, archiving closes it: “… will no longer be able to sign in to the CRM; only a new invitation brings the access back.”

To bring someone back, open “Archived” on the Staff page and click “Restore”.

Delete the card

Only a card with no bookings and no payroll history is deleted for good — for example, one created by mistake. Open it and click “Delete” → “Delete for good?”. If there are bookings or pay, the CRM says “This staff member can’t be deleted: there are bookings or payroll history.” — archive the card instead, as above.

You can delete the «Admin» card; the «Admin» mark moves to the oldest remaining card.

If something doesn’t work

“This staff member can’t be deleted: there are bookings or payroll history.”

This is how the CRM keeps the history of bookings and pay. Archive the card: the person disappears from the team, the calendar and new bookings, and your reports stay correct.

“This staff member has upcoming bookings.”

A card with upcoming bookings can be neither archived nor deleted. Move those bookings to other masters or cancel them, then try again.

The employee closed their own Bookly account

Their CRM access is turned off at once. If they come back to Bookly, access doesn’t return by itself — the salon owner turns it on again. Their staff card stays and still takes a seat, so if they no longer work with you, archive it.

The employee is back

If you only turned access off, turn “CRM access” back on in the card — no new invitation is needed. If the card was archived, restore it from “Archived” with “Restore” and send a new invitation.

Related articles

• Seats on the Team plan: what’s included and how to add more
• How to invite an employee to the CRM
• Staff access levels in the CRM
• Archive or delete: services, materials, staff, clients