The Most Common Cause: Expired Contract

In the vast majority of cases, an employee who has "disappeared" from KiDig has an expired contract. This is not a bug -- it is by design.

When an employee's contract valid to date has passed, KiDig considers the employment relationship ended and hides the employee from the default employee list. The employee's data is not deleted; it is simply no longer shown in the active view.

How to Check

  1. Go to Employee Management in the administration area.
  2. Look for a filter or toggle labelled "Show inactive employees" or "Include expired contracts".
  3. Enable it. The missing employee should now appear in the list, typically with a visual indicator (e.g., greyed out or marked as inactive).

How to Fix

If the employee is still working at your facility, their contract needs to be updated:

  1. Open the employee's profile.
  2. Navigate to the Contracts section.
  3. Either extend the existing contract by changing the valid to date, or create a new contract with the correct start date.
  4. Save. The employee immediately reappears in the active employee list.

Tip: This commonly happens at the turn of the year. If a contract was set to expire on December 31, the employee vanishes from the list on January 1. Review all contracts in late December to avoid surprises.

Other Possible Causes

While an expired contract accounts for most cases, there are a few other reasons an employee might not be visible:

Inactive Status

An admin may have manually set the employee to inactive. This can happen intentionally (e.g., during a long leave of absence) or accidentally.

Fix: Open the employee's profile and set the status back to active.

Archived Employee

Some facilities archive employees who have left. Archived employees are hidden from all standard views.

Fix: Use the archive filter in Employee Management to find and restore the employee if needed.

Locked Account

An employee's account may be locked after too many failed login attempts or by admin action. A locked account does not hide the employee from admin views, but the employee themselves cannot access KiDig.

Fix: Open the employee's profile and unlock the account. Reset the password if necessary.

Wrong Facility Selected

If your organisation manages multiple facilities, ensure you are viewing the correct facility. An employee assigned to a different location will not appear in your current facility's list.

Preventing the Problem

  • Use open-ended contracts (leave the valid to field empty) for permanent staff. This eliminates the most common cause entirely.
  • Set calendar reminders for fixed-term contract end dates.
  • Review the employee list at the beginning of each month to catch any unexpected disappearances early.

Important: Data Is Never Lost

KiDig never deletes employee data when a contract expires. All historical time entries, vacation records, sick notes, and reports remain intact and accessible. The employee is simply hidden from the active view to keep the interface clean.