Can I simply change the name of a departing employee and use the same account for a new employee?

From a technical standpoint, changing the name of an existing employee is possible. However, this practice is not recommended, as it creates major inconsistencies in the company's operational, financial, and payroll history.

1. Integrity of operational history

In iFlows, each employee can be directly associated with:

• orders and workflow stages;

• tasks, activities, and allocations;

• generated documents;

• system changes and logs.

By changing the name of an existing user, all historical actions performed by the employee leaving the company will subsequently appear as having been performed by the new employee, leading to a loss of true activity traceability.

2. Payroll and financial records

An employee's account may already contain records such as:

• salaries;

• advances;

• bonuses;

• other internal transactions.

If the employee's name is changed, all these historical operations will be associated with the new employee, even though they were carried out for another person. This situation affects the accuracy of payroll records and can generate discrepancies in financial reports or subsequent audits.

1. Deactivating the employee leaving the company

• Go to: Financial → Employees

• Select the employee and use the "Deactivate employee" option.

After deactivation, the employee will appear in the "Inactive Employees" tab.

By deactivating:

• the account can no longer be used for authentication;

• the entire operational and financial history remains intact and correctly attributed.

After deactivation, at the bottom of the page, you will notice the user counter updates, such as:

This indicates that a user slot has been freed up.

2. Creating a new employee

A distinct account will be created for each new person, with:

• their own identification data;

• separate authentication credentials;

• a new operational history, unaffected by previous activity.