When someone leaves, their travel eSIM does not go back in the drawer with their badge. It stays on their phone and keeps its data for as long as the plan is valid. In Terudo Business, archiving the employee deals with it in one step. Any eSIM they never installed is cancelled and its price goes back to your credit. Any eSIM they installed is suspended: no more data goes through until it is reactivated.
What happens when you archive an employee
Under Employees, the Archive button offers two choices: “Archive and cut their eSIMs” or “Archive only”. With the cut, each of the employee's eSIMs is handled according to its status:
- An eSIM delivered but never installed is cancelled, and its price is credited back. It shows in the credit history as “eSIM cancelled”.
- An installed eSIM is suspended. Its price is not refunded: the data was paid for, and an installed eSIM is due. It is no longer topped up, automatically or by hand, and you stop getting low-data alerts for it.
- An eSIM that has expired, or is already cancelled or suspended, is left alone.
Either way, an archived employee can no longer be equipped. They are never deleted: their lines stay in the statements for your accounts.
A message sums up what was done, for example “1 eSIM suspended, 1 never-installed eSIM cancelled and credited back”. If an eSIM could not be handled, it is listed with the reason, and you try again from the eSIM page.
On their side, the former employee sees “Suspended” on their “My eSIM” page, with a note saying the company that provided the eSIM suspended it and that they should ask that company to reactivate it.
“Archive only” keeps the eSIMs running. Use it when someone finishes one last trip after their official leaving date: you can suspend the eSIM later from the eSIM page.
A worked example
A sales rep leaves on the 15th of the month. She has two eSIMs: a Morocco eSIM installed for a trade fair last month, and a UK eSIM ordered for a trip the following week, never installed. You archive her and cut her eSIMs.
| eSIM | Status | What happens | Effect on credit |
|---|---|---|---|
| Morocco, 10 GB, 30 days, €29.99 incl. VAT | Installed | Suspended, no more top-ups | None: the plan stays due |
| United Kingdom, 10 GB, 30 days, €15.99 incl. VAT | Never installed | Cancelled | +€15.99 credited back |
Suspending or reactivating an eSIM without archiving
Each eSIM on the eSIM page also has a Suspend button, with a confirmation step. It is there for cases other than leavers: a lost or stolen phone, a trip cut short, use that goes against your travel policy. You reactivate from the same place. For an archived employee's eSIM, first reactivate the employee under Employees, then the eSIM on the eSIM page.
Before reactivating, open the eSIM's own page by clicking the plan name on the eSIM page: it shows “Valid until” and the date, when the date is known. An eSIM that has reached the end of its validity is of no further use, even if reactivated.
Why cut the eSIM when someone leaves
- Security: a data line paid for by the company does not stay with someone who no longer works there. On a company phone that is handed back and given to someone else, it does not carry over to the next user either.
- Budget: an eSIM never installed, for a trip that will not happen, comes back to your credit in full. A suspended eSIM no longer triggers automatic top-ups.
- Tracking: the count of eSIMs in service on the dashboard matches your current team, and your statements stay complete.
What you cannot do
- Remove the eSIM from the employee's personal phone. The profile stays installed and only they can delete it. Suspension cuts the data; it does not touch the phone.
- Take back an installed eSIM and give it to someone else. An eSIM installs once, on one device, so a replacement gets their own eSIM.
- Get a refund for an installed eSIM or for unused data.
- Cancel, from your space, a never-installed eSIM belonging to someone who is staying. Automatic cancellation only applies when archiving. For a cancelled trip, write to Terudo: an eSIM never installed is cancelled on request and its price credited back.
A leaver procedure for your HR checklist
- On the last day, or at the end of the last trip, archive the employee under Employees with “Archive and cut their eSIMs”.
- Read the result message: every eSIM should be cancelled or suspended. Retry any that were not handled from the eSIM page.
- Check under Billing that the cancelled eSIMs appear in the credit history.
- Company phone handed back: ask IT to delete the eSIM profile when the phone is reset, before it is reassigned.
- Personal phone: tell the employee their travel eSIMs have been cut and that they can delete the profile in their settings.
- Replacement taking over the trip: order a new eSIM in their name.
- Employee coming back later: reactivate them under Employees, then reactivate any of their eSIMs that are still valid on the eSIM page.
Their details (name, email, team) stay attached to their statement lines. For any request about this data, write to Terudo support; the Privacy page on our site sets out each person's rights and how to use them.
Add these lines to your leaver process, next to returning the badge and the laptop. It takes a minute and stops a company-paid data line from being used after someone has gone.