This article explains what happens in flowit when an employee exits — manually or via an interface — as well as what happens when a profile is permanently deleted.
🔐 This article is intended for Customer Admins and HR Admins.
ℹ️ Note: Temporary suspension
In flowit it is also possible to temporarily suspend a user — for example during maternity or paternity leave or an extended absence. This is not an exit and has different effects on the system. Temporary suspension is not covered in this article.
🔍 Two types of exit
In flowit there are two ways to process an exit:
Manual exit
The exit date and reason are entered manually in the employee's profile in the admin area. The user is immediately suspended once the exit date is reached.
Exit via interface
The behaviour is identical to a manual exit — the only difference is that the exit date and reason are automatically entered via the interface.
Permanent deletion
The profile is completely and irreversibly removed from flowit. The behaviour of all modules corresponds to that of a manual exit — with the only difference being that the user is no longer findable in the admin area under employees.
⚠️ A permanent deletion cannot be undone.
📋 System behaviour per module upon exit
👤 User access
Exit via exit date (manual or interface): The user is immediately suspended once the exit date is reached and can no longer log in. They are still visible in the admin area under Employees > Suspended.
Permanent deletion: The user is immediately deleted and can no longer log in. They are no longer findable in the admin area under Employees — not even under suspended users.
📝 Reviews
Reviews remain fully intact upon exit — they are neither automatically archived nor removed. Ongoing reviews can be manually managed by the admin or team lead — individual reviews can be archived or deleted.
Has the reviewer exited?
If it is not the employee but the reviewer who has exited, the review can be assigned to a new main reviewer using the "Replace main reviewer" function — allowing the review process to continue without interruption.
⚠️ A replacement is only possible while the review has the status "To fill in".
💡 If the review was created via a group and the fill-in period has expired, the "Overview of cleanup candidates" function in the Group Manager is recommended for efficient cleanup.
→ Article: Review Group Manager: Overview & Features
📊 Evaluations
If the employee exits, evaluations disappear from the team lead's view
If the team lead exits, evaluations remain visible until the end of the current cycle
In both cases, all evaluations remain visible in the admin area
Evaluations of employees of the exited team lead remain intact and can continue to be completed
Development cards are automatically archived for all involved parties
💡 The automatic archiving of development cards upon exit is the only module that is automatically cleaned up when an exit occurs.
→ Article: Configuring & Managing Evaluations
🃏 Development cards
Development cards are automatically archived for all involved parties upon exit. A card cannot be transferred to a new evaluation pair — it must be selected again for the new pair.
→ Article: Development Cards: Overview & Use Cases
💬 Feedback
Feedback remains intact after an exit, regardless of whether it was sent or received:
If the exited person had sent an open feedback request to another person, this remains intact and can still be answered by the recipient
If the exited person had received a feedback request, this also remains visible
Open feedback requests directed at the exited person cannot be deleted or withdrawn after the exit or deletion
🎯 OKRs
OKRs remain fully intact upon exit — they are not automatically archived or removed. Goals whose owner has left the team are considered orphaned goals in flowit and are automatically detected and made visible.
What happens to orphaned goals?
The exited person continues to see their goals — until an admin or team lead reassigns or archives them
Team leads and admins see a notification banner on the Goals & OKRs page showing all affected teams
Orphaned goals are identifiable in the team overview via the "Owner status" column, which shows "Not in team"
What does the admin or team lead need to do?
For each orphaned goal there are two options:
Reassign — Click the edit icon on the goal and select a new responsible person
Archive — If the goal is not to be continued. It remains accessible via the archive
💡 Nothing is automatically lost — flowit ensures that orphaned goals remain visible until a conscious decision is made about what to do with them.
📊 Summary at a glance
Feature | Exit via exit date (manual or interface) | Permanent deletion |
User access | Immediately suspended, still visible under Suspended | Immediately deleted, no longer findable in admin area under Employees |
Reviews | Remain intact | Remain intact |
Evaluations | If an employee exits: disappear from team lead view. If TL exits: visible until end of cycle. Always visible in admin. | Same behaviour |
Development cards | Automatically archived | Automatically archived |
OKRs | Remain intact | Remain intact |
Feedbacka | Remain intact | Remain intact |
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