Reactivate an Archived Team Member

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At a glance

Reactivating a team member who is returning to your store brings their archived OneClick profile back to active, preserving their full history: ratings, passports, infractions, Moola balance, and tenure. The work happens primarily in your HR or scheduling system, with a manual Team Member checkbox re-check in OneClick if the return is outside the 3-day termination grace period. Creating a new profile for a returning team member looks easier but destroys the rehire-decision evidence and creates a duplicate record, so the canonical path is always to reactivate the existing archived profile.

Before you start

1. Confirm the team member actually has an archived profile in OneClick. Only team members who previously worked at your store and were terminated in HR (or the scheduling platform) will have one. Very early hires from before your store adopted OneClick will not have a profile to reactivate. Use Access an Archived Team Member's Profile to confirm the profile exists.
2. Know when the termination happened. Within three days of termination, reactivation is essentially self-serving via HR; after three days, a manual Team Member checkbox re-check is required in OneClick.
3. Know whether your HR or scheduling system can reactivate the prior employment record or whether it requires a new record. This varies by platform and by store policy. If a new record is required, Path C is the clean path.
4. If you are the rehiring leader but not a Director, line up the Director ahead of time. The Team Member checkbox re-check requires Edit permissions, typically held at Director level.
5. Estimated time: under five minutes for Paths A and B; one to two business days if support intervention is needed in Path C.

Steps

Path A: Rehire within the 3-day termination grace period

Use this path if the team member's termination is less than three days old and they are returning immediately.

1. Re-activate the team member in your HR or scheduling system (HotSchedules, Vendor Bridge, or the CFA Home integration, depending on your setup).
2. That is all. OneClick's 3-day grace period means the Team Member checkbox was never actually unchecked. As soon as HR shows the team member as active again, OneClick treats the profile as active. The team member can sign in with their existing credentials.
3. Verify. Ask the team member to sign in. If they cannot, work through Why a Permission Change Has Not Taken Effect, starting with the fresh-sign-in cause.

Path B: Rehire after the grace period on the original profile

Use this path if the termination is older than three days and your HR system can re-activate the prior employment record.

1. Re-activate the team member in your HR or scheduling system.
2. On the next OneClick sync, the HR change propagates. The Team Member checkbox on the archived profile was unchecked when the grace period elapsed, so it needs to be re-checked manually.

3. Have a Director open the team member's profile in OneClick:

4. From the Team list, check Include Archived to see the archived profile.

5. Click the team member's name to open the profile.
6. Open the Permissions tab.
7. The Director re-checks the Team Member checkbox. If the team member is returning to a leadership role, confirm the appropriate leadership role checkbox is also set. Both must be checked for a leader account to sign in (see the two-check pattern in Understand Permission Levels).
8. Save. The profile returns to active and appears in the main Team list alongside currently-active team members.
9. Verify. The team member can sign in with their existing credentials. Their full history is intact (ratings, passports, infractions, Moola balance, tenure).

Path C: Rehire when HR cannot reactivate the old record

Use this path only when your HR or scheduling system requires a brand-new employment record for the rehire (for example, policies that require new hire paperwork after a separation of a certain length). The risk of this path is creating a duplicate OneClick profile, which is why support involvement is needed.

1. Do not create a new team member profile in OneClick directly. The default HR sync will try to create one when the new employment record propagates; support needs to prevent that and instead link the new HR record to the archived OneClick profile.
2. Before the new HR record is entered, contact OneClick support via OneClickApp.com/support.
3. Provide your store number, the team member's name, their original departure date, the expected new hire date, and (if known) the HR system's identifier for both the old and new records.
4. Support links the new HR record to the existing archived profile and re-checks the Team Member checkbox.
5. Verify. On the next sync after support's change, the profile appears in the active Team list with history intact and the team member can sign in.

Video

Video coming soon.

Common gotchas

The team member signs in with their old email and password.

Working as designed. OneClick accounts are keyed to the email address, not the employment period. A returning team member uses the same credentials as before. If they have forgotten the password, the standard reset flow applies the same way it would for an active team member.

The team member's Moola balance is still there from before.

Expected. Archived profiles preserve Moola balance along with everything else. If your store's policy is to redistribute or zero out Moola balances at termination, handle that during the initial deactivation rather than expecting it to happen on reactivation. See Deactivate a Team Member for the timing.

The team member's old infractions are showing.

Also expected. Infraction records remain on the profile. The Accountability table's point total reflects the current rolling-window count per your store's New Point Duration setting, so expired points will not trigger penalties even though the records are visible. For a returning team member, read both the current point total and the full infraction history when deciding how to onboard them.

The team member had an active passport when they left. Do they resume or restart?

Store policy. The archived profile preserves passport progress exactly as it was at termination. Resuming from the prior stamp count is valid if your store's training policy allows it. Restarting is also valid if your policy requires fresh certification after any absence. Decide per store, not per team member, and be consistent.

I do not have Director access but I need to reactivate now.

The Team Member checkbox re-check requires Edit permissions, which is Director-level by default. Ask a Director. If no Director is immediately available and the rehire starts today, contact support for an urgent reactivation; support can re-check the Team Member checkbox on your behalf.

Include Archived is not showing me the profile I need.

Three possibilities. First, your role may not have access to Include Archived (it is Director-restricted by default). Second, the team member may have been terminated before your store's data-retention cutoff, if your store has one (ask support). Third, search by nickname if the team member used one during tenure; the search matches both legal and nickname.

I accidentally created a new profile for a returning team member.

Do not edit around it. Contact support, give both profile IDs (the new one you just created and the archived one), and ask support to merge or disable the new duplicate. Merging preserves the archived history as the canonical record.

HR reactivated the team member but OneClick still shows them as archived.

The sync may not have run yet. Wait for the next sync cadence. If the time elapses and OneClick still does not reflect the HR change, the two records may not be linked. This is a sign you are on Path C rather than Path B; contact support to link the records.

The team member is coming back in a leadership role they did not hold before.

Two steps in the reactivation: the Team Member checkbox gets re-checked (same as a non-leadership return), and the new leadership role checkbox is added. Both happen on the Permissions tab. A Shift Leader does not need to also carry Trainer or Team Leader; see the two-check pattern in Understand Permission Levels.

A team member left multiple times and is returning again.

Each archival preserves the state at that departure. The archived profile you are reactivating contains the history from the most recent departure, which includes whatever was preserved from the prior separations. The same workflow applies: reactivate in HR, re-check Team Member checkbox if outside the grace period.

Related articles

1. Deactivate a Team Member (How-To Guides) for the lifecycle counterpart, including the 3-day grace period behavior.
2. Access an Archived Team Member's Profile (How-To Guides) for reading the archived profile before the rehire decision.
3. Understand the Team Member Profile (Reference) for the profile structure that gets reactivated.
4. Understand Permission Levels (Reference) for the two-check pattern and the role-to-permission model.
5. Why a Permission Change Has Not Taken Effect (Troubleshooting) if the reactivation does not let the team member sign in.
6. Edit a Team Member Profile (How-To Guides) for updating contact info, emergency contact, or other fields after reactivation.
7. Request a Permission Change (How-To Guides) as the submission path if the Director is not immediately available for the Team Member checkbox re-check.

Still stuck

If the reactivation does not bring the profile back to active, the team member cannot sign in after the checkbox re-check, or HR and OneClick are not lining up on record linkage, submit a support ticket with:

1. Your store number.
2. The team member's name.
3. Their original departure date, if known.
4. The date HR was updated to re-activate them.
5. Whether the Team Member checkbox has been re-checked.
6. What the team member sees when they try to sign in (error message, blocked page, password rejected).
7. Any relevant screenshots.

Support typically responds within one business day.

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Pre-publish checklist

15 414dc75d-e5e3-4bc6-a3b1-130096bc4a9f complete Seven sections filled.

16 eb395abb-2e15-4d44-9803-f8e6256b2ae6 complete Multi-path How-To (within grace period, after grace period on original profile, support-assisted when HR needs new record).

17 0b124a1e-6eea-48e1-9658-f011d07ce3ac complete Anti-pattern surfaced at top and in a dedicated gotcha: do not create a new profile for a returning team member.

18 0f628819-7a16-4b3a-8232-93463ddd3eae complete No em dashes.

19 6196966b-f22d-47d9-9137-a5d79db0ab4e complete No hedge words.

20 ac521bd0-92f4-4e10-b233-e5e9438d3cae complete Permission-based role references (Director for Include Archived filter and Team Member checkbox re-check).

21 1e3f84bc-4c66-41b6-b8ee-6955ca08deae complete Voice: leader, not operator.

22 a26ab2ea-b308-45b4-aacc-5b7ad9dc838b complete No real identifying data.

23 f46b9a97-c940-4372-b2b3-507d00644bb9 complete Two-check pattern (Team Member plus leadership role) documented for the leadership-rehire case.

24 4afb0355-e376-40dd-8d98-2678563aad1d complete Multi-departure scenario covered.

25 12971d2a-6ad0-486d-8f3a-2bc204acabc9 complete Password and email continuity called out.

26 6dcc5a81-1146-4e59-9a1a-60003cfe6111 incomplete UI verified against Production.

27 af9e3f8f-f38b-4d8e-979d-e1a5af76152a incomplete Screenshots at decision points (Permissions tab showing unchecked Team Member checkbox, Team list with Include Archived filter, sign-in confirmation).

28 1dcbd457-1aa6-4c46-a83a-48ada50f01b6 incomplete Reviewed by Jared and Kevin.

Why this article exists

Surfaced by the Wave 1 cross-link map Pass 3 Batch 4 audit (Turn 46, Flag 42). Access an Archived Team Member's Profile references this article as a placeholder, and CFA rehire volume is high enough (seasonal team members, college team members returning from breaks, team members who left and returned) that "how do I get them back on OneClick" is a predictable support question. The deflection target is the "I created a new profile for them, did I do this right" ticket pattern, which is where the duplicate-profile anti-pattern originates and where the archived history gets destroyed. Approved for drafting via the Flag 42 Placeholder Decision Memo (pageId 397344811), Turn 48, as priority 3 in the drafting queue.

Source

Composed from three existing articles: Deactivate a Team Member v1 (398000129) for Path C reversal mechanics and the 3-day grace period behavior; Understand Permission Levels v3 (394854401) for the two-check pattern and the termination grace period; Access an Archived Team Member's Profile v1 (396787714) for the archival preservation model (ratings, passports, infractions, Moola balance, tenure) and the Director-level Include Archived filter. No new VERIFY blocks; all mechanics are already documented in the three source articles.