Employee status and termination
Change employee lifecycle status carefully and preserve the record history.
What this is8 sections
Use the Employees row actions to record an approved lifecycle change without deleting the employee history or changing the wrong organisation.
What this is
The table’s Status filter includes Active, On leave, Terminated, and Archived. Row actions can include Terminate employee, Archive employee, and Reinstate employee, alongside View details, Preview payroll, and Edit employee. Archived rows are read-only except for reinstatement; a terminated employee can be reinstated through the displayed action.
When to use it
Use this when an approved employment event changes payroll eligibility, when a former employee must remain available for history, or when a prior status was recorded incorrectly.
Before you begin
- Confirm the employee code, selected organisation, effective date, and authorised instruction.
- Check whether the employee is part of an open or already reviewed payroll period.
- Preserve any supporting termination/leave record under the organisation’s process.
Product navigation
Open Employees and use the employee row’s actions menu.
Steps
- Confirm the current employee state
Search for the employee and verify the row’s organisation, code, department, start date, and current Status.
- Terminate when approved
For a termination, select Terminate employee, enter only the fields the confirmation flow requests, review the effective date, and confirm the displayed action.
- Archive a historical record when appropriate
For a historical record that should no longer be active, select Archive employee only after confirming the organisation’s retention and payroll controls. Read the confirmation carefully before committing.
- Reinstate when needed
If a previous lifecycle state was wrong or the employee returns, select Reinstate employee, verify the effective employment/payroll details, and save the displayed changes.
- Recheck payroll readiness
Recheck the employee’s Payroll setup and statutory readiness, then rerun the affected payroll preparation for the intended period.
What to check
The row shows the intended status and dates, historical payroll/documents remain attributable, and the employee is included or excluded from each period for an explicit reason. An archived record should not be edited as if it were active.
Important boundaries
Termination and archive affect payroll eligibility and access to employee data; they are not deletion and do not erase statutory or audit history. Do not backdate or override a lifecycle state without the organisation’s approval and evidence.
Common problems
Terminate employee or Archive employee is unavailable
Inspect the current status, persona, licence, and displayed permission message.
Employee is missing from the active view
Clear the Status filter or select Archived/Terminated to inspect history.
Payroll inclusion is unexpected after a status change
Verify period dates and rerun preparation; do not create a duplicate record.