Access an Archived Team Member's Profile

At a glance

OneClick archives team member profiles rather than deleting them when someone leaves the store. Archived profiles keep the full history intact: ratings, infractions, Moola balance, passports, tenure, and time since departure. Pulling up an archived profile takes two clicks from the Team list if you have Director access, and gives you the evidence you need to make a rehire call with confidence. Use this workflow when a former team member applies again or when you are researching a prior team member's tenure for a reference request.

Before you start

1. You need Director-level access. The Include Archived filter and archived profiles are not visible to Manager level or below.
2. Know the team member's name or approximate tenure window. The archived list can be long in stores with high turnover history, so a search term helps.
3. If the goal is a rehire decision, have the hiring conversation context ready: what position the team member applied for, the gap between departure and new application, and any context from the team member's references.
4. Estimated time: under a minute to pull the profile; longer to review history thoroughly.

Steps

1. Open Team from the left navigation menu.
2. In the filter row at the top of the team list, check the Include Archived option. The team list now includes archived team members alongside active ones. Archived team members are distinguished in the list so you can tell at a glance who is still active.
3. Search for or scroll to the archived team member and click their name. The archived profile opens with the same layout as an active profile: header, tab strip, and content pane. The key difference is that the profile is read-only in most respects.

4. Review the relevant tabs for your decision:

   • Training for rating history across positions, including the Team Member Average Overall Rating.
   • Infractions for the Accountability history, any open points, and the final penalty level if one was reached.
   • Passports for training certifications held at departure.
   • MooLa for reward history, which can signal cultural contribution during tenure.
   • Shifts for tenure pattern and any attendance context.

5. Confirm you have what you need. Archived profiles do not support editing in the standard flow; reactivating a team member for rehire is a separate workflow from reading their archived record.

Video

Video coming soon.

Common gotchas

I checked Include Archived but I still do not see the team member I am looking for.

Three possibilities. First, confirm the team member was ever in OneClick; very early hires from before OneClick adoption will not have profiles at all. Second, check that the archive pre-dates any data-retention cutoff your store has set (ask support if you are uncertain about retention policy). Third, search by nickname if the team member used one during tenure; the search matches both legal name and nickname.

I am a Manager but I need to see an archived profile for a rehire conversation.

The Include Archived filter is Director-restricted by default. Ask your Director to pull up the archived profile and share the relevant context with you, or have the Director join the rehire conversation directly. Do not share archived contact information outside the store's permission structure.

The archived profile shows open infractions that I thought had expired.

Points may have stopped counting toward the displayed total through expiration or the New Point Duration rolling window, but the infraction records themselves remain on the profile as historical documentation. For a rehire evaluation, read both: look at the current point total (which reflects rolling-window accountability) and the full infraction history (which shows the pattern). A team member whose points expired naturally over time is a different read than a team member whose points dropped because records were deleted.

I want to rehire this team member. What do I do next?

Reactivating a team member for rehire is a separate workflow from archived-profile access. See Reactivate an Archived Team Member for the current reactivation process. Do not try to work around by creating a new profile for the returning team member; you will lose the archived history and create duplicate records.

I want to delete the archived profile entirely.

OneClick archives rather than deletes by design, because performance history supports future rehire decisions. If there is a compliance reason to delete (for example, a data-subject request under applicable privacy law), contact support. Do not overwrite archived profile fields with placeholder data as a workaround.

Related articles

1. Understand the Team Member Profile (Reference)
2. Understand Permission Levels (Reference)
3. Deactivate a Team Member (How-To Guides)
4. Reactivate an Archived Team Member (How-To Guides)

Still stuck

If the archived team member you need cannot be found or the Include Archived filter is not visible even at Director level, submit a support ticket with:

1. Your store number.
2. The team member's name and approximate departure date.
3. A screenshot of the team list with filters visible.
4. What you were trying to do.

Support typically responds within one business day.