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Created an Employee Profile by Mistake? Deactivate It Instead of Deleting (and Reuse It Later)

Employee profiles cannot be permanently deleted — how to deactivate an accidentally created profile, what happens to payroll, and how to reuse the inactive profile for a future new joiner.

Profiles cannot be deleted — here's what to do instead

Once an employee profile is created in BrioHR, it becomes a permanent record and cannot be deleted. If a profile was created by mistake (duplicate, wrong person, someone who never joined), deactivate it by ending its employment:

  1. Open the employee's profile (People icon > search the name or ID).
  2. Click the '...' (ellipsis) icon next to Edit.
  3. Select End Employment from the dropdown.
  4. Enter an Employment End Date — you can use the profile's creation date or the intended start date.
  5. Click Save.

The profile's status changes to Inactive: it disappears from the active employee list and is automatically excluded from payroll processing.

Reusing the profile later

An inactive profile can be reused for a future new joiner (if you are not hiring from the recruitment module): restore the profile and update the employee's details (name, email, job information, etc.). See How to Restore a Resigned Employee's Account Status.

FAQ

Q: The person never joined at all — does the inactive profile affect anything (headcount, reports)?

Inactive profiles are excluded from payroll (unless you make changes to include them) and the active employees list. In the report builder, use the Active/Inactive filter under Employment Details if you need to exclude inactive employees.

Q: We added an existing employee to the Onboarding module by mistake — can we cancel or remove it?

Not at the moment. Once an existing employee has been added to the Onboarding module (via the '...' icon on their profile), there is no option to remove them from the onboarding list. You can safely ignore the entry — it does not affect the employee's profile, payroll, or anything else.

If you are instead restarting the onboarding of a new employee (for example after choosing the wrong template), see How to Reset Onboarding for a New Employee.