Available for the following HR plans: Premium, Platinum
Available for the following user access levels: Admin
When an agreement between an employee and your organisation has expired, the employee offboarding feature provides a convenient platform for you to terminate them. You can choose the termination type, date, and the reason for the termination. The employee removal feature also allows you to quickly and easily delete the employee and their information from your HR platform.
Warning
If you delete an employee from your platform, their data will be removed and no record kept for auditing purposes. For this reason, we only recommend this if there is a duplicate employee file and/or their details show as pending, meaning the employee has not yet signed into the HR platform.
When terminating an employee, you may also need to process a termination payment within the payroll platform. If this is the case, then there is a specific process that needs following. To read more about how to terminate an employee in the correct order, refer to the following guide.
If your organisation has an active connection to the learning platform, then terminating an employee of the HR platform will also deactivate the employee's learning account. However, if you delete an employee record on the HR platform, it will not delete that employee from your learning platform.
Also, you can only set a payroll cut-off date if you are using our Employment Hero Payroll product. Plus, the termination date must be future-dated for the termination time, date, and payroll cut-off options to appear on your HR platform.
Interactive learning
Daily activities
Select the payroll platform you integrated with for the relevant instructions. If you do not have an integrated payroll product, click the HR Only tab.
Important
You can only cancel an employee's offboarding if the termination date has yet to occur.
- Click the Personnel menu.
- Click the Employees 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.
Important
Before off-boarding an employee, make sure that you have created an off-boarding checklist. This generates a list of tasks that need completing before their termination date. To read further details on how to create an off-boarding checklist, refer to the following article.
- Click the Personnel menu.
- Click the Employees submenu.
- Click the Action button.
- Click the Off-Board Employee button.
- Complete the following fields:
- Termination date.
- Termination type.
- Resignation:
- Relocation.
- Further education.
- Better rewards.
- Health.
- Career advancement.
- Career change.
- Travelling.
- Family.
- Other
- Abandonment.
- Termination:
- Serious misconduct.
- Poor performance.
- Redundancy.
- Incomplete probation.
- Work eligibility.
- Other.
- Retirement.
- Other.
- Resignation:
- Comment.
- Would you consider this personnel for rehire?
- Employee access:
- Allow access until a specified date and time:
- Give access until x date at x time.
- Remove access immediately
- Allow access until the termination date.
- Allow access until a specified date and time:
- Payroll cut-off date:
- Same as termination date.
- Custom 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. For example, so you can still finish the remaining leave and claim 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.
- Click the Terminate button.
-
If you want to create a backfill role advert for the terminated employee, click the Yes button.
Helpful Hint
We will send a reminder to create a backfill role a week before their termination date.
- If you chose to create an advert, this will open the Create a role 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 the offboarding of the employee is cancelled, we will then automatically close the related backfill role you created on your HR platform.
Important
You can only cancel an employee's offboarding if the termination date has yet to occur.
- Click the Personnel menu.
- Click the Employees 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.
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 off-boarding checklist, refer to the following article.
- Click the Personnel menu.
- Click the Employees submenu.
- Click the Action button next to the employee that needs off-boarding.
- Click the Offboard employee button.
- Complete the following fields:
- Termination date.
- Termination type.
- Voluntary cessation.
- Health.
- Deceased.
- Redundancy.
- Dismissal.
- Contract cessation.
- Transfer.
- Employee access:
- Allow access until a specified date and time:
- Give access until x date at x time.
- Remove access immediately
- Allow access until the termination date.
- Allow access until a specified date and time:
- Payroll cut-off date:
- Same as termination date.
- Custom 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. For example, so you can still finish the remaining leave and expense approvals or process your final Pay Run.
- 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.
Deleting data
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 Off-Boarding section of this article. An admin can not delete an employee once they have:
- Have an asset assigned.
- Onboarded an employee.
- Submitted or approved leave.
- Submitted or approved timesheets.
- Signed an HR document and/or contract.
- Click the Personnel menu.
- Click the Employees submenu.
- Click the Action button.
- Click the Delete button
-
On the confirmation screen, type in the employee's name and click the Delete button.
Important
The HR platform 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.
Further information
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 offboarding tasks that your organisation has assigned to you and that you must complete before you leave.
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