Archive an employee with upcoming personal trips

If an employee is leaving your company and has upcoming personal trips booked on Perk, this article explains how to help them keep getting trip emails and when you can archive their profile.

Role: Account admins can perform this task.

For steps employees should follow before leaving, see Manage your personal trips when you leave your company.

When you can archive an employee’s profile

Account admins can archive an employee’s Perk profile once the employee has no ongoing or upcoming trips, business or personal. Until then, selecting Archive profile shows a message such as: "[Name] is traveling now or has upcoming trips, so can’t be archived yet. Wait until their trips end and try again." The message may instead say they’re the booker of upcoming trips and list the trip IDs. The message doesn’t say whether the trips are business or personal, and you can’t open the employee’s personal trips.

Before the employee leaves: add a secondary email

Employees should add their own secondary email before they leave. If they haven’t, you can add it for them. To help an employee who is leaving with upcoming personal trips:

Ask the employee for a personal email address.
Open the employee’s profile and, in Contact information, select Edit.
Tick Send trip updates to secondary email and enter the address in Secondary email.
Select Save.
Ask the employee to forward their Personal Trip Confirmation emails to the secondary email. You can’t see their personal trips, so they need to do this themselves.
Archive the profile after all their trips end.

Caution: Once a secondary email is set, emails about business trips also go to that address. Set it near the employee’s last day so their business trip emails keep going to their work inbox until then.

Note: If your company archives users through an HR system (HRIS) integration, Perk retries the archive every day until all trips end. If you archive users through an identity provider (IdP) integration, retry the archive from your IdP after the trips end.

Common questions

When can I archive an employee’s profile?

You can archive their profile after all their trips end, business and personal.

Can I see an employee’s personal trips?

No. You can’t open their personal trips. The archive message may list trip IDs, but it doesn’t say whether the trips are business or personal.

What if the employee forgot to add a personal email before leaving?

You can add their personal address as their secondary email by following the steps above. For changes or cancelations, the employee should contact Perk Customer Care by email or phone.

Does adding a secondary email also redirect business trip emails?

Yes. Perk sends all trip emails, business and personal, to the secondary email only. Emails already received stay in the employee’s work inbox, so the employee needs to forward their personal trip confirmations themselves.