Skip to main content

Delete Personnel Records

Learn how to delete personnel records by moving them to the recycle bin in Training Manager Web Edition.

Overview​

When employees leave the organization, it is common to keep their personnel records for compliance and historical reporting purposes by setting their employment status to "Inactive".

However, when these records are no longer needed, you can delete them to maintain an organized database. Deleted personnel records are moved to a recycle bin where they can be permanently deleted by a System Administrator after careful review, or restored by any administrator if needed.

Prerequisites​

Before deleting personnel records, ensure you have:

  • Data Administrator or System Administrator permissions
  • Confirmation that the person should be removed
  • Understanding of the impact on training records and organizational structure

Important Considerations​

Before You Delete

Think carefully before deleting personnel records:

  • Existing training records reference the person
  • Historical reporting will be affected
  • Supervisory relationships may be disrupted
  • The action moves the record to recycle bin (not permanent deletion)
  • Consider marking the person as inactive instead of deleting

Deletion vs. Inactivation​

Consider inactivation instead of deletion for:

  • Employees who have left but may return
  • Personnel with extensive training history
  • Records needed for compliance or audit purposes

Deletion is appropriate for:

  • Duplicate records created in error
  • Test records no longer needed
  • Records that were never actually used

Step-by-Step Instructions​

1. Locate the Personnel Record to Delete​

Use the search functionality to find the person:

  1. Navigate to the People List page
  2. Click in the "Filter People" search box
  3. Use one of these search methods:
    • Scan the personnel barcode using a barcode scanner
    • Type a few characters of the person's name
    • Enter the personnel number for exact matches

Search People

2. Delete the Personnel Record​

You have two options for deleting a personnel record:

Option A: Delete from People List​

  1. Select the person by placing a checkmark in the box next to their record
  2. Click the "Delete" button in the People List toolbar

Select Person To Delete

Option B: Delete from Personnel Detail Page​

  1. Open the personnel record by clicking on the person's row
  2. On the Personnel Detail page, click the "Delete" button

3. Confirm Deletion​

The system will typically ask for confirmation before proceeding with the deletion. Confirm that you want to move the personnel record to the recycle bin.

Advanced Search for Deletion​

If you can't find the personnel record to delete:

Ensure Complete Search Coverage​

Make sure you're searching the entire database:

  1. Select top-level folders on the left sidebar:

    • "Groups" - Set to top-level to see all departments
    • "Locations" - Set to top-level to see all sites
    • "Roles" - Set to top-level to see all job functions

  2. Set filter options appropriately:

    • "All" - Shows all personnel regardless of status
    • "Active" - Shows only active personnel
    • "Inactive" - Shows only inactive personnel

Search Strategies​

  • Use partial names for broader results
  • Search by exact personnel numbers
  • Check different organizational units
  • Verify person spelling and formatting

Impact of Personnel Deletion​

  • Training history is deleted
  • Person's name does not appear in historical reports
  • Audit trails continue to reference the person by name and number
  • Login access is removed

Impact of Personnel Inactivation​

  • Training history remains in the system
  • Reporting filters can be set to include Inactive personnel if needed
  • Login access is removed, but records are retained

Best Practices​

Before Deletion​

Verification Steps:

  • Confirm the person is no longer with the organization
  • Export their training transcript for external storage if needed
  • Review training history and current assignments
  • Check for supervisory responsibilities
  • Verify impact on compliance requirements

Handling Departing Employees​

Recommended Process:

  1. Mark as inactive initially rather than deleting
  2. Transfer supervisory responsibilities to other personnel
  3. Complete final training documentation if needed
  4. Wait for retention period before considering deletion
  5. Delete only after confirming no future need for records

Troubleshooting​

Cannot Find Personnel to Delete​

Check these items:

  • Personnel filter settings (All/Active/Inactive)
  • Organizational unit selections
  • Search term accuracy
  • Person may already be deleted

Delete Button Not Available​

Possible causes:

  • Insufficient permissions
  • Cannot delete your own record

Solutions:

  • Contact system administrator
  • Verify user permissions

Accidental Deletion​

If you accidentally delete a personnel record:

  1. Don't panic - initial deletion sends personnel records go to recycle bin, not permanent deletion
  2. Follow the restore process immediately
  3. Verify restoration was successful
  4. Review deletion procedures to prevent future accidents

Data Retention Considerations​

Consider your organization's requirements for:

  • Personnel record retention periods
  • Training documentation requirements
  • Compliance audit needs
  • Legal discovery obligations

Business Needs​

Evaluate business requirements for:

  • Historical reporting capabilities
  • Trend analysis over time
  • Compliance monitoring and reporting
  • Organizational development planning

After Deletion​

Once you've deleted personnel records:

  1. Verify deletion - person should no longer appear in the main list
  2. Communicate changes - notify relevant stakeholders
  3. Update training requirements - reassign responsibilities as needed

Next Steps​

After deleting personnel records:

Next: Learn how to restore deleted personnel records from the recycle bin.