Database Maintenance

⚠️ Note: This feature might not be available in your setup. Reach out to Snap Schedule 365 Support if you’d like to enable it.

Many records in Snap Schedule 365, by design, cannot be easily deleted since they are referenced in other records in your schedule. This is to preserve the integrity and accuracy of your schedule history in case it needs to be referenced at any point in the future. However, the Database Maintenance tool makes it possible to more easily delete employee profiles completely, or anonymize past employees for security purposes, or delete all schedule transaction data before a specified date.

Deleting Employees

When an employee no longer works for your organization, the best-practice is to make the employee inactive rather than deleting them completely. Making an employee inactive will remove them from schedule views and reports, while still retaining their schedule history in case it needs to be referenced in the future.

NOTE: Should you desire to completely remove an employee profile from your database, you must first make the employee inactive in their employee profile.

From the Admin tab, click Schedule Setup.
Click the Maintenance tab, and then click Delete Employees.
From the drop-down menu, select the Inactive employees you would like to completely delete from your database. NOTE: you can select multiple employees at a time by using the shift + arrow keys on your keyboard.
Click Delete Employees, then in the window that opens, follow the instructions to confirm that you would like to permanently, completely delete the selected employees. Then click Yes.

Anonymizing Employees

Rather than completely deleting employee data associated with employees who are no longer active in your organization, you may choose to simply anonymize their personal information. Doing so will retain their schedule history and information, but make their employee profile anonymous.

NOTE: Should you desire to make an employee profile anonymous, you must first make the employee inactive in their employee profile.

From the Admin tab, click Schedule Setup.
Click the Maintenance tab, and then click Anonymize Employees.
From the drop-down menu, select the Inactive employees you would like to anonymize in your database. NOTE: you can select multiple employees at a time by using the shift + arrow keys on your keyboard.
Click Anonymize Employees, then in the window that opens, follow the instructions to confirm that you would like to permanently anonymize the selected employees. Then click Yes.

Deleting Transactions

Deleting transaction data can be useful if your organization has data retention policies and you require deleting data that is older than a set period of time. Deleting transaction data will permanently remove data in your database that is before a certain date. This includes date-specific data like shift assignments, time off requests, and time off bank adjustments.

From the Admin tab, click Schedule Setup.
Click the Maintenance tab, and then click Delete Transactions.
From the drop-down menu, select the date that you would like to have all transaction data deleted before. For whatever date you select, all transaction data that occurred before that date will be deleted.
Click Delete Transactions, then in the window that opens, follow the instructions to confirm that you would like to permanently delete all transactions before the selected date. Then click Yes.