> For the complete documentation index, see [llms.txt](https://docs.diaflow.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.diaflow.io/teammates/offboarding-and-rehiring.md).

# Offboarding & Rehiring

Safely freeze, pause, or restore teammates with 30-day data retention and zero data loss.

Diaflow manages the complete lifecycle of your digital workforce using an intuitive HR model: **Hire ➔ Offboard ➔ Rehire ➔ Delete Permanently**.

When you no longer need a Teammate, you don't have to delete them permanently right away. Instead, you can **Offboard** them as a 30-day safety net, preserving all configurations and history in case you need them back.

## The Teammate Lifecycle <a href="#user-content-1-the-teammate-lifecycle" id="user-content-1-the-teammate-lifecycle"></a>

| Lifecycle Stage         | Operational Status                             | Data & Automations                                                                                                                                                         | Next Available Actions                                                                                                                                                                 |
| ----------------------- | ---------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Active**              | In daily operation                             | <ul><li>Accepts new chats and quick tasks.</li><li>Routines execute automatically on schedule or app events.</li></ul>                                                     | Click **Offboard** when pausing the role or reallocating resources.                                                                                                                    |
| **Offboarded**          | Frozen / Suspended *(30-day safety retention)* | <ul><li>New messages disabled.</li><li><strong>All routines paused immediately</strong>.</li><li>History, artifacts, memory, and settings remain 100% preserved.</li></ul> | <ul><li><strong>Rehire:</strong> Instantly restore to Active status within 30 days.</li><li><strong>Delete permanently:</strong> Manually purge immediately without waiting.</li></ul> |
| **Permanently Deleted** | Fully wiped from workspace                     | <ul><li>Automatically purged after 30 days of inactivity.</li><li>All credentials, chat history, memory, and routine configs are erased cleanly.</li></ul>                 | Cannot be recovered. You must hire or configure a new Teammate from scratch.                                                                                                           |

## Offboarding a Teammate <a href="#user-content-2-offboarding-a-teammate" id="user-content-2-offboarding-a-teammate"></a>

You can offboard an active Teammate at any time using one of two methods:

* **Method 1 (Quick action):** On the **Teammates** directory, click the `...` menu on any Teammate card and select **Offboard**.
* **Method 2 (From Settings):** Open **Teammate Settings → General**, scroll to the bottom-left, and click **Offboard this teammate**.

{% tabs %}
{% tab title="From Teammate List" icon="users" %}

<figure><img src="https://3864624312-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRdo1pkMnofwxf3lpWftw%2Fuploads%2F42iLWAxo9CZ9L9lSPAdK%2FOffboardTeammate1.png?alt=media&amp;token=3279c578-084d-46ae-90ad-2c200a33a965" alt=""><figcaption></figcaption></figure>
{% endtab %}

{% tab title="From Teammate Settings" icon="user-gear" %}

<figure><img src="https://3864624312-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRdo1pkMnofwxf3lpWftw%2Fuploads%2FZ7rjAnXnamqQce9vZcOK%2FOffboardTeammate2.png?alt=media&amp;token=d45d1497-e85b-4f2d-a736-3508160a9496" alt=""><figcaption></figcaption></figure>
{% endtab %}
{% endtabs %}

**What Happens Immediately Upon Offboarding:**

1. **All Routines Stop Instantly:** Scheduled and event-driven routines pause immediately. The Teammate will not trigger automated emails, reports, or data syncs.
2. **Moved to the Offboarded Tab:** The card moves to the **Offboarded** tab with a dimmed view and a 30-day countdown badge.
3. **Chat Disabled:** You cannot send new messages, but past conversation threads and deliverables remain intact.
4. **Data Preserved:** Memory, uploaded knowledge documents, and instructions are securely preserved during the 30-day window.

> **Important:**\
> When offboarding, you have a **30-day retention window** to rehire the Teammate before the system permanently purges all profile data.

## Rehiring an Offboarded Teammate <a href="#user-content-3-rehiring-an-offboarded-teammate" id="user-content-3-rehiring-an-offboarded-teammate"></a>

If your team needs the Teammate again, you can rehire them at any point within the 30-day period:

1. Navigate to the **Teammate Listing** screen and click the **Offboarded** tab.
2. Find the Teammate card (which displays days remaining).
3. Click **Rehire**.

<figure><img src="https://3864624312-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRdo1pkMnofwxf3lpWftw%2Fuploads%2Fa5q9XEidzzrZefIrqeqW%2FRehireTeammate.png?alt=media&amp;token=7ec80715-2e58-4225-94f3-6bc62eb5156c" alt=""><figcaption></figcaption></figure>

**What Happens After Rehiring:**

* **Full Profile Restored:** The Teammate instantly returns to your active workspace with all instructions, connected apps, skills, knowledge files, and chat history 100% intact.
* **Safety Routine Rule:** For security and compliance, **all Routines remain toggled OFF**. You can review each routine's trigger settings and re-enable them manually when you are ready.
* **Timer Reset:** The 30-day deletion countdown is canceled.

## Permanent Deletion <a href="#user-content-4-permanent-deletion" id="user-content-4-permanent-deletion"></a>

* **Auto-Delete After 30 Days:** If an offboarded Teammate is not rehired within 30 days, Diaflow automatically purges the profile, artifacts, memory, and routine configurations.
* **Manual Deletion (Delete Permanently):** If you wish to purge a Teammate immediately without waiting 30 days:
  1. Open the **Offboarded** tab.
  2. Click the `...` menu on the offboarded Teammate card.
  3. Select **Delete permanently** and confirm the prompt (*"This action cannot be undone"*).