Who this guide is for: System Administrators – Requires 'Users' permission
Overview:
This guide explains how to offboard employees by marking them as leavers. This action preserves their absence history while freeing up licences for reuse.
How Marking as Leaver Works:
Marking a user as a leaver archives their account, removes system access, and retains all historical data. This ensures compliance, accurate reporting, and frees up a licence for another employee. HR teams use this process to manage employee departures without losing important records.
How to Set Up Marking as Leaver:
- Go to Admin Panel > Users
- Use the search filters to find the employee, then click the blue Edit button next to their name.
- Click on User actions and select Mark as leaver
- Review the Current leavers count to ensure there are available leaver licences.
- Enter the following details:
- Date left (required)
- If Date left is in the future you have the option to either Lock now (removes access immediately) or Lock upon reaching left date (removes access on the date that the user leaves)
- Leaving notes (optional)
- Cancel future absences (optional) - this will automatically set any future dated absence records as Cancelled
- Date left (required)
- Click on Mark as leaver button to complete the process.
Warning: If the leaver is an authoriser, their reportees will automatically be reassigned to the leaver’s own authoriser - it is not possible to revert this once it has occurred. To prevent this, update the reportees’ authoriser(s) first using the Bulk User Update tool.
Additional Information:
- Key terminology:
- Leaver: An archived user with preserved data.
- Leaver licence: A licence type for departed employees that does not count toward active seats.
- Requires 'Users' permission.
- Best practice: Always enter leaving notes for audit purposes (e.g., "Transferred to UK branch").
- Ensure the departure date is accurate, as this determines when access is revoked.
- Warning: You must have available leaver licences before proceeding.
- Reminder: Clicking Confirm completes the action – no additional Save button is required.
- Tip: Use the search function within the platform to quickly find features or settings.