How to delete inactive people from MyHR
Based on current NZ legislation, you need to keep complete records of employees for 7 years. After that, we recommend you delete their data from the MyHR platform.
FAQs, troubleshooting, tips & tricks
Contents
Why do I need to delete someone after 7 years?
How will I know if I need to delete someone?
How to delete inactive people from MyHR
FAQs, troubleshooting, tips & tricks
Who can delete inactive people from MyHR?
What if the employee is still active?
Can I delete someone before seven years?
How do I make someone inactive?
Before you begin
Why do I need to delete someone after 7 years?
Under the Privacy Act, you should only keep personal information for the purpose it was collected, and you must not keep personal information for longer than is necessary.
Employers are generally required to keep employment records for seven years after employment ends. After this period, the personal information should be removed to reduce privacy risks.
When an employee record is deleted from MyHR, it is permanently removed and cannot be recovered. Because of this, the system allows deletion once the record has been inactive for seven years.
Please note that the responsibility to decide if the inactive record can be deleted and is deleted sits with the employer.
How will I know if I need to delete someone?
After an employee record has been inactive for 7 years, we will email you.
This email will go to the default owner of the account, to alert them.
If you need any help with deleting someone or have any questions, please email help@myhr.works or contact us via the chat bubble.
Step-by-step instructions
Before deleting an employee record, make sure the person has been inactive for at least seven years.
Once deleted, the employee record is permanently removed from your MyHR account and cannot be restored
How to delete inactive people
- Go to People, select the Inactive department
- Select the three dots '...' next to their name
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Select Delete Person.
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Select Permanently delete to confirm.
FAQs, troubleshooting, tips & tricks
Who can delete inactive people from MyHR?
Only users with appropriate permissions can delete inactive people, including:
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Account owners
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Managers who have department access and the Add and Manage People permission.
What if the employee is still active?
If the employee has recently left your organisation, you should first make them inactive rather than deleting the record.
Inactive employee profiles remain accessible in MyHR but are treated as read-only records until they reach the seven-year threshold for deletion
Can I delete someone before seven years?
No. Employee records cannot normally be deleted before they have been inactive for seven years.
If there is a valid reason to delete a record earlier, you may need to contact the MyHR team to discuss the request.
How do I make someone inactive?
Visit our knowledgebase article on how to make someone inactive.
Support options
If you need more help, our HR and systems support teams are always here for you!
If you have questions, message the MyHR team via the Ask Us chat feature or call us on:
NZ - 0800 69 47 69 (0800 MY HR NZ)
AU - 02 7908 2240
CA - 1 855 694 7224