Available for the following HR plans: Free, Standard, Premium, Platinum
Available for the following user access levels: Admin
When an employee is leaving your organisation, the offboarding feature in the HR platform guides you through the steps needed to complete their departure smoothly. Offboarding typically includes tasks like handing over work and returning company property. At the same time, you’ll also be terminating their employment in the system, which marks them as no longer employed by the company.
Offboarding refers to the process of preparing an employee to leave, while termination is the final action taken in the platform to end their employment. This article covers how to select termination types, set dates, and delete employee records if needed.
Warning
Deleting an employee from the platform removes all their data permanently, so only do this for duplicate or pending records (i.e., if the employee hasn’t signed in yet).
If your organisation is connected to the learning platform, terminating an employee will deactivate their learning account. However, deleting an employee in the HR platform will not remove their learning account.
The payroll cut-off date can only be set if you use Employment Hero Payroll, and the termination date must be set in the future for termination time, date, and payroll cut-off options to appear.
Interactive learning
Offboard and terminate an employee
Offboarding an employee stops them being an employee of your organisation but retains some of their details within the system for future auditing purposes. Terminating an employee removes them entirely from the HR platform and all their data.
Important
Before offboarding an employee, make sure that you have created an offboarding checklist. This generates a list of tasks that need completing before their termination date. To read further details on how to create an offboarding checklist, refer to the following article.
- Click the People menu.
- Click the Employees List submenu.
- Click the Action button next to the employee that needs offboarding.
- Click the Offboard employee button.
- Complete the following fields:
- Termination date.
- Termination type.
- Employee access.
- Would you consider this personnel for rehire?
- Payroll cut-off date.
Helpful Hint
The Payroll Cut Off Date field allows you to choose a different time you like the platform to terminate the employee on your payroll platform if it is integrated with the HR platform. For example, so you can still finish the remaining leave and expense approvals or process your final Pay Run.
In addition to cut-off dates and times, if a date but not a time is entered into the "Give access until" field, the employee will have access until 11:59pm of the date specified, after which they will retain access but with a restricted view.
- Would you like to create a vacant position?
Important
Users on the Classic Platinum and Employment Unlimited plans can choose to create a vacant position for this. It will appear in the org chart and workforce planning reports. Doing this will also add the position to the Vacant Positions page.
- Click the Terminate button.
Warning
If the offboarded employee is a primary manager, then users with admin permission settings will see a note that the offboarded employee has direct reports. The admin user can also create a task to remind themselves to reassign the employees to the replacement primary manager.
Important
You can only cancel an employee's offboarding if the termination date has yet to occur.
- Click the People menu.
- Click the Employees List submenu.
- Click the Action button.
- Click the Cancel Offboarding button
- Choose whether to maintain or close the remaining employee offboarding tasks.
- Click the Confirm button.
Warning
Removing an employee from your platform will remove their data, which means there is no record kept for auditing purposes. If you want to remove your employees but keep their data, then refer to the Offboarding section of this article. An admin can not delete an employee once they have:
- An asset assigned.
- Onboarded an employee.
- Submitted or approved leave.
- Submitted or approved timesheets.
- Signed an HR document and/or contract.
- Click the People menu.
- Click the Employees List submenu.
- Click the Action button for the employee you want to remove.
- Click the Delete button.
- Type the employee's name in the textbox.
Important
The HR platform shows the employee's name in bold inside parentheses. But when you type the name to confirm that you want to delete their profile, do not include the parentheses.
- Click the Delete button.
- Click the Personnel menu.
- Click the Employees List submenu.
- Filter by Employee Status.
- Choose to include Terminated employees from the drop-down menu.
Helpful Hint
You will now see all your employees displayed on the screen in alphabetical order. This means the platform will display duplicate employees together.
- Click the Action button next to the employee that needs removing.
- Click the Delete button.
Warning
Removing an employee from your platform will remove their data, which means there is no record kept for auditing purposes. An admin can not delete an employee once they have:
- Assigned assets to the employee
- Onboarded an employee.
- Submitted or approved leave.
- Submitted or approved timesheets.
- Signed an HR document and/or contract.
- On the confirmation screen, type in the employee's name and click the Delete button.
Important
Employment Hero shows the employee's name in bold within the two brackets. The employee's name, however, does not include the two outer brackets. To delete an employee, you need to type in the employee's name, including any dates, times and/or punctuation marks displayed in the name.
Backfill a role with Smartmatch
Important
The Need a Backfill panel only appears right after you terminate and offboard an employee. If you want to backfill the role at a different time, you can do so via the Recruitment module.
- Click the Update location button.
- Click the search bar and choose the correct location.
- Click the Submit button.
-
Click the button to add the candidate to your saved list.
Helpful Hint
To view their profile, click the button. To start recruiting them, go to the Saved Candidates page in the Recruitment module.
Important
The Need a Backfill panel only appears right after you terminate and offboard an employee. If you want to backfill the role at a different time, you can do so via the Recruitment module.
-
Click the Get Started button.
Helpful Hint
We will send a reminder to create a backfill role a week before their termination date.
- If you choose to create an advert, this will open the Create a Job screen, where you will need to enter the required details.
-
If you choose not to create a backfill role advert when you are offboarding the employee, you can do this retroactively:
- Open the Employee page.
- Click on the Actions button.
- Click the Create Backfill Role button.
Helpful Hint
If you cancel the offboarding of the employee, we will then automatically close the related backfill role you created on your HR platform.
Further information
| Termination code. | Description. | Explanation. |
|---|---|---|
| V. |
Voluntary cessation. |
An employee resignation, retirement, domestic or pressing necessity, or abandonment of employment. |
| I. |
Ill health. |
An employee resignation due to a medical condition that prevents the continuation of employment, such as for illness, ill-health, medical unfitness, or total permanent disability. |
| D. |
Deceased. |
The death of an employee. |
| R. |
Redundancy. |
An employer initiated termination of employment due to genuine redundancy or approved early retirement scheme. |
| F. |
Dismissal. |
An employer initiated termination of employment due to dismissal, inability to perform the required work, misconduct, or inefficiency. |
| C. |
Contract cessation. |
The natural conclusion of a limited employment relationship due to the contract/engagement duration or task completion, seasonal work completion or to cease causal that are no longer required. |
| T. |
Transfer. |
The administrative arrangements performed to transfer an employee across payroll systems, move them temporarily to another employer (machinery of government for public servants); transfer of business; move them to outsourcing arrangements or other such technical activities. |
Explore related content
- Active vs terminated vs deleted employee feature access: This article compares the difference between active, terminated, and deleted employees, and what they have access to.
- Managing my tasks via the HR platform This feature shows you a list of off-boarding tasks that your organisation has assigned to you and that you must complete before you leave.
Comments
no info about accrued holidays?
Hi Nicole Luchian, thank you for your comment.
Leave accrual for a terminated employee will follow the leave accrual policies that your business has set. For more information about how this is calculated in the Employment Hero platform, please refer to this article.
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