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I leave an inactive character in the hero's portfolio.
I run combat, using the 'Tactical Console', and there is the option to disable a character for the combat beside (to the far right) or their name.
So they're not active in combat, and their turn is skipped... until you hit the Sword icon beside their name, which puts them back into the active characters for the Tactical Console.
Having a character listed in the Portfolio, who is not active in the session, doesn't seem to be a detriment.
Hero Lab calculates experience for creatures marked as Enemies, within either their portfolio or the Hero's Portfolio when I import them for a combat.
It shows the total amount of experience, for the Enemies within the portfolio.
I would take that total, and divide it by the number of active characters, and after the session has ended add the cumulative total for each of the battles/encounters won, on each active character's journal entry (or to every character, present or not, if using group experience).
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