Available for the following plans: Employment Unlimited
Available for the following HR plans: Free, Standard, Premium, Platinum
Available for the following user access levels: Admin
When an agreement between an employee and your organization has expired, the employee offboarding feature provides a convenient platform for you to terminate them. You can choose the termination type, date, and reason for the termination. The employee removal feature also allows you to quickly and easily delete the employee and their information from your Employment Hero 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 platform.
Offboarding an employee stops them from being an employee of your organization, but retains some of their details within the platform for future auditing purposes. Terminating an employee will remove the active employee but retain the data for auditing purposes. Only deleting an employee from Employment Hero removes them entirely from your account.
If your organization has an active connection to the learning platform, then terminating an employee from Employment Hero will also deactivate the employee's learning account. However, if you delete an employee record on Employment Hero, 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 Employment Hero.
Daily activities
Important
Before offboarding an employee, make sure that you have created an offboarding checklist. This generates a list of tasks that need to be completed before their termination date. To read further details on how to create an offboarding checklist, refer to the following article Setting up offboarding checklists.
- Click the People menu.
- Click the Employees List submenu.
- Click the Action button next to the employee who needs off-boarding.
- Click the Offboard employee button.
- Complete the following fields:
- Termination date.
- Termination type.
- Comment.
- Would you consider this personnel for rehire?
- Employee access.
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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 Employment Hero. For example, so you can still finish the remaining time off 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.
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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.
- You will be shown the Final Time Off Entitlement screen. This shows how termination will affect time off balances. The screen shows:
- Time off entitlement.
- Current balance.
- Final balance (Calculated based on total number of days per year)
- Review the balances. You can choose to either go back and make adjustments to the employee's time off, or click Accept and terminate to confirm the termination.
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
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.
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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.
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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.
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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 Employment Hero.
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.
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:
- An asset assigned.
- Onboarded an employee.
- Submitted or approved time off.
- 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.
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Type the employee's name in the textbox.
Important
The 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.
Further information
If your employee is going on maternity time off and you want to deactivate their account temporarily, you can offboard them on the platform by following the steps in this article. However, make sure to just offboard them, but do not terminate them.
When they get back, you can reactivate their profile by following the steps in this article: Find and re-activate a terminated employee.
Explore related content
- Manage my tasks. This feature shows you a list of offboarding tasks that your organization has assigned to you and that you must complete before you time off.