Accidently made an employee a Leaver

ENVIRONMENT:

Ciphr HR

ISSUE:

You have accidentally made an employee a Leaver in your system and you need to revert the change of processing them as a Leaver, so they show as a Current Employee again.

"How do I Re-employ a leaver"

"How do I reinstate a record that I have made a leaver"

SOLUTION:

Re-employing a record will keep the leaver record and create a new current record for the employee which will contain their Job and Pay details, Documents and Absences.

Reinstating a record will remove the Leaver Details and make the employee current as it was before with no changes to any data.

Re-employ - If you would like to keep the Leaver Change for historical data:

People/HR Admin > New Starters > Re-employ Wizard

Then search for the Leaver you would like to Re-employ and select their record in the Re-employ Wizard, and you may be met with a warning message to state ‘Note that this person was not suitable for re-employment. Continue?’, but you can select ‘Yes’ to continue with this process.

This message is determined from when you processed the employee as a Leaver and either flag if you would or would not re-employ them in the future but will never prevent you from re-employing them:

The ‘Re-employ?’ Flag can be later amended after you have processed the employee as a Leaver in the Leaver Details area, but it is not necessary to amend this before Re-employing them.

People/HR Admin > Leavers > Leaver Details

You will then be met with the two options below and if you would like to keep the Leaver Record in the system, then select ‘Re-employ’:

You will then be directed to the page below that will require you to populate information for the employee:

The 'New start date' field defaults to the current date, so please update this if it is different and the 'Leaving Notes' are pulled from the 'Notes' field when the employee was processed as a Leaver. You can populate their previous Employee Number or generate a new one and then enable ‘Reactivate Account’.

Reinstate - If you would NOT like to keep the Leaver Change for historical data:

People/HR Admin > New Starters > Re-employ Wizard

Search for the Leaver you would like to revert the change for and select ‘Yes’ to continue with the process if presented with the ‘Note that this person was not suitable for re-employment. Continue?’ warning message you can still continue with this process.

You will then be met with these two options to not keep a Leaver Record in the system for the Leaver, you can then select ‘Reinstate’:

The Reinstate process will require you to review and update additional data than the re-employ option would such as Allowances and Absences.

Please note: The only Allowance and Absence Records that will generate in this area, is if they were closed off when the employee was processed as a Leaver.

After you have completed this process it will direct you to your reinstated employee’s Personal Details Record and their Login Details will remain as what it currently is if the employee’s previous Date Left has not exceeded.

If it has exceeded their Date Left, then a new temporary password will be generated for them and you will need to relay this information to them.