This guide shows you how the Leaver Workflow Wizard guides users through a series of steps and considerations that should be actioned when making someone a Leaver from your organisation.
Contents
- Getting started with the Leaver Workflow
- Workflow wizard steps
- Offboarding User Role
- Processing a Leaver with a Secondary Role
- Processing a Leaver who is a Manager
Getting started with the Leaver Workflow
- Ensure you are viewing the employee that is to be made a Leaver and then go to:
- Latest (left-hand) menu: Starters & Leavers > Leavers > Leaver Workflow
- Pre 2025 (top) menu: People Admin > Leavers > Leaver Wizard
- The Leaver Workflow will be displayed on screen
- Double-check that you are on the correct employee record. If not, search for and select the person that is leaving the organisation
- The Leaver Workflow will guide you through each stage of the Leaver process and there is a Previous (back) button from Stage 2 onwards if you need to go back to amend a previous stage
Workflow wizard steps:
1. Start
- Enter the Date Left (the date they’re due to or have left the organisation) which is mandatory and should be as accurate as possible as this will determine when associated records are ended, and Holiday Leaver Entitlement will be based on this date
- Select a mandatory Leaving Reason from the dropdown list, this links to the People Code Table – Leaving Reasons which you can find in:
- Latest (left-hand) menu: Data Management > Code Tables
- Pre 2025 (top) menu: System > System Administration > Code Tables
- Select the People Group > Leaving Reasons
- The Re Employ? slider will be automatically enabled if they may return in the future, but the button can be disabled if you may not wish to Re Employ them: eg they have been dismissed for serious misconduct
- Detail any Leaving Notes as required in the large (virtually unlimited characters) text box
- Click Next
2. Job and Pay
- This stage will display the current Job that the employee is in, and the To and Job End Date will be populated by the Date Left populated in Stage 1.
- If applicable, any Future Job and Pay records will be displayed, and a Delete all? slider can be used to indicate if the future records should be deleted; where there are multiple records each one has a slider to individually select as required.
- Click Next
3. Training
This stage will display any training records (held in Training Record/Details) that overlap the leaving date or are beyond the leaving date. The slider can be used to indicate if any of these records should be deleted.
- Click Next
4. Payments
- This stage will display any Payments that are beyond the leaving date. The slider can be set if these are to be deleted
- Click Next
5. Allowances
- This stage will display current Allowances that will be closed off with an End Date populated by the Date Left and any Future Allowances that are due to commence after the leaving date. The slider can be used to indicate if any of these records should be deleted
- Click Next
6. Absences
- This stage displays any Absence that is an outstanding Continuous Absence which may need to be closed off with the Absence End date being updated by the Date Left. Any Future Absences will also be displayed and the slider can be used to indicate if the record(s) should be deleted
- Click Next
7. Holiday
- This stage displays a summary of the Holiday Entitlement for the employee, based on the Holiday Leaver Entitlement up to the Date Left.
- The warning message relates to the Total Holiday Adjustment which is calculated from adjustments in the Absence Summary (Totals) page, so you can check this after the workflow is complete.
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Important holiday checks:
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- Click Next
8. Complete
- The final Stage 8 displays a summary of everything that you have entered, allowing you to review any changes (eg Payments, Allowances, Absence) before clicking Complete to finalise the Leaver Workflow process.
Different icons represent the following:
If any of the information in the Summary of Details means you need to make amendments you can click the Previous button to go back through the stages, or if it something to address outside of the Leaver Workflow you can leave the page at any stage to abandon the process as nothing will be updated without clicking the Complete button.
| Note: If you leave the Leaver Workflow page you will need to start over from Stage 1 if you can’t Complete. |
| Tip: The Summary of Details information will disappear once you Complete so you may wish to take a screen grab of the information before pressing the button (Windows shortcut is Start/Windows button, Shift and S). The information can then be saved on the person’s Personal Documents for future reference. |
- Once you press Complete a message will confirm the Leaver has been processed. A shortcut button to Leaver Details will take you to the page.
| Note: If the person has been made a Leaver in error you can fix this with the Re-employ Workflow Wizard by Reinstating the record. |
- On the header bar the Date Left will show after the person’s name in brackets, but their record will still be Current until after the Date Left has passed. After the Date Left has passed the person will be classed as a Leaver so will appear in the Leaver Subset group, and (L) will appear after their name in the Advanced Search dropdown.
| Note: For Reporting purposes Leaver Details are stored in the Personal Details table. |
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Remember if your Leaver had a Pro Rata Holiday Adjustment you will need to recalculate their Holiday Leaver Entitlement via:
- Latest (left-hand) menu: Holiday & Absence > Absence Administration > Pro Rata Holiday Calculations
- Pre 2025 (top) menu: People Admin > Time Management > Pro Rata Holiday Calculation
Offboarding User Role
- Offboarding allows Leavers to automatically* be given continued controlled access to HR for a period of time from their leaving date (eg three months). This is especially useful if you hold Payslip information in HR as Leavers will be able to access this information without having to contact HR.
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*Some manual changes are required when a person leaves such as updating their Contact Email Address to a personal email which they will use to sign in
Processing a Leaver with a Secondary Role
There may be occasions when an employee leaves only one Job and remains employed in their other Job(s) (there could be multiple Secondary roles). Thankfully the process for this is the same with the Leaver Workflow, you just need to ensure you select the correct employee record to process as a Leaver: ie Primary or Secondary record.
Processing a Leaver who is a Manager
- When processing a leaver who has subordinates reporting into them, it is important to make arrangements for an alternative manager to assume responsibility for the subordinates to prevent any breaks in reporting lines.
- The hierarchy is controlled by the Job the manager is in, so there are two factors to consider to ensure the reporting line is preserved:
- If there are multiple occupants in the manager Job, then the other occupant(s) can continue to manage the subordinates and no action is required
- If the manager Job has no current occupants when the leaver is processed, then either a new occupant should be added via their Job and Pay record, or if the Job will remain vacant, then the subordinates should be assigned to a new manager
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To assign subordinates to a new manager go to:
Latest (left-hand) menu: Job, Pay & Reward > Job and Pay Configuration > Jobs
Pre 2025 (top) menu: People Admin > Jobs
Find the leaver's manager Job
Click on the Hierarchy tab and you will see the subordinate Jobs who report into the manager Job:
Click into each subordinate Job and then click on Change Manager in the Hierarchy tab to a assign them to a new manager Job.
For more information on Jobs please refer to the related help guide.
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