> ## Documentation Index
> Fetch the complete documentation index at: https://docs.reclaimtime.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Someone has left

> What to do with the account and the machine when a person leaves, and what happens to their data.

Two separate jobs. Doing only one of them is what fills a fleet with accounts that will never report again.

## 1. The account

**Workforce**, find the person, delete the account.

Deleting the account:

* Stops it counting as an active account on the Versions page.
* Stops the client on their old machine being able to sign in.
* Does **not** delete the activity already recorded against them.

<Info>If you might need the person back, for example a contractor between assignments, turn **Enable Tracking** off instead of deleting. The account stays, the client keeps running, and nothing is uploaded. Turning it back on takes effect the next time the client signs in. See [Stop tracking someone](/guides/stop-tracking-someone).</Info>

## 2. The machine

| What happens to the machine | What to do                                                                                      |
| --------------------------- | ----------------------------------------------------------------------------------------------- |
| Reissued to somebody else   | Nothing. The client signs in as whoever logs in to Windows next, provided they have an account. |
| Rebuilt or wiped            | Nothing.                                                                                        |
| Kept as is, out of use      | Uninstall the client. See [Uninstall](/uninstall).                                              |

If you delete the account but leave the client installed and running on a machine somebody still uses, it will attempt to sign in every five minutes forever and never succeed. It does no harm, but it produces a status dialog for whoever is in front of it.

## 3. Check the leavers you have already missed

Most organisations have a backlog. **Versions**, then **Download CSV**, then sort by the last seen column. Anything that has not reported for a month or more is one of:

* A leaver whose account was never deleted
* A machine that was replaced without the client being installed on the new one
* A client that cannot sign in

The first two are cleanup. The third is a real problem worth finding, and the three are indistinguishable from the dashboard, so the fastest route is to ask the supervisor whether the person is still there before investigating the client.

## What happens to their data

Their activity stays. Deleting the account does not remove the rows recorded against them, and the rows keep the username and the group they carried at the time.

<Warning>There is no retention or deletion policy implemented yet, and no erasure workflow. If somebody exercises a data subject request, or your own policy requires deletion after a period, that is a manual job today and you should talk to us. See [Data collected and not collected](/it/data-collected).</Warning>

***

*Checked against ReclaimTime client 8.0.0.9 and dashboard V3 on 5 September 2026.*