Introduction

There may be instances where an employee processed as a leaver in the system becomes a current employee again. This situation can be processed through the Re-employ/Re-instate Workflow/Wizard

In this topic, I’ll show you how to:

• Re-employ a leaver: A leaver who has left the company and their leave date has passed so they will be treated as a starter with new period of continuous service
• Re-instate a leaver: A leaver who has not left yet so has a future end date, such as someone who has rescinded their notice of resignation and decided to stay with your organisation. In this instance the leaver process will be undone and their continuous service is unaffected

To re-employ a leaver

If you have an employee that re-joins your organisation after previously leaving, you will need to re-employ them using the Re-employ Workflow/Wizard

• Go to the following area:
  • Latest (left-hand) menu: Starters > Re-employ/Re-instate Workflow
  • Pre-2025 (top) menu: People Admin > New Starters > Re-employ Wizard
• A list of leavers will be presented. Locate the correct employee record (each column has a filter) and then click Re-employ

• Input the new start date when the person will return. Leaving Notes will display any notes recorded when the person was made a leaver, which can be updated as necessary
• Enter an employee number which is mandatory. Click Generate New to create a new number or you can manually add a number/copy the person’s previous number from their leaver record if your system permits this (controlled via System Settings)

• Reactivate Account will sync the the person's email with the Sign-in area and you'll see this message if it was successful

• If you don't reactivate the account or the leaver record does not have a valid email the account can be synced manually once the correct email has been updated
• Click Update to re-employ the person

• The original leaver record will be re-activated so that the employee’s current record contains all of the history relating to their previous period(s) of employment
• A new leaver record will be created with a copy of the original personal details
• The new leaver record will show in the search with (L) after the name (ensure your subset includes leavers) and becomes a basic personal details record only with former job details and the date of leaving displaying in the header bar

Re-employment checks

1. Personal Details

• Check all the information on the new record personal details and amend as required (as this information may have changed since they were last employed by your company). The Employment Details tab start dates will reflect the re-employment new start date. Click Update to save any changes

2. User role assignment

• Check that the person is assigned to the correct User Role to give them the appropriate page, field and record access. Particularly if you use Offboarding you may find the person is in a restricted-access leaver User Role
  • Go to either:
    • Latest (left-hand) menu: System Configuration > Role Management
    • Pre-2025 (top) menu: System > Security > Role Management
  • Select the correct User Role > Users
  • Then find the person you have re-employed to assign them to the User Role
  • Remember to select All Users on the right-hand filter if the employment period is not current yet
• The Unassigned Users filter can also help narrow down the list if your person does not have a User Role
• Enable the slider in the right-hand column and click Review Changes to move your person into the User Role in view

3. Sign-in account access

• Check the Sign-in Admin area (admin licence required) to ensure account access dates are correct. The user will not be able to login if there are past Enabled to and/or future Enabled From date(s).  You can manually amend the date(s) if needed by clicking the ... next to the person's name > View details

• Click Edit information to add/edit/remove dates and click Save changes

4. Job and Pay

• Next go to Job and Pay. You will see the historical data from their previous period of employment

• Click Insert New Record. Information from the previous Job and Pay record will be displayed which now requires updating to reflect the new terms of re-employment. Check and change the details as required and then click Update

• You may receive warnings in relation to the Job and Terms and Conditions following this Job and Pay entry. Use the Back button to make changes if required or click Update
• The newly created Job and Pay record will be displayed. The header bar will be updated, unless the start date is in the future in which case it will display once the start date is reached and the re-employment becomes current

5. Other optional areas

• Check any other data entry area as required such as Allowances, Payments, Emergency Contacts, to ensure that the information is correct for the new period of employment. These pages will also show historical data if anything was recorded during previous employment

To reinstate a leaver

• There may be instances where an employee resigns and are processed as a leaver, but the situation subsequently changes (i.e. their leaving date changes, or they decide to stay) and they need to be reinstated
• Follow the same process as if you were re-employing someone but click Reinstate. The Re-employ button is not present when the leave date is in the future

• The option to Reactivate Account is present and should be enabled to remove the future account Enabled to date that was applied during the leaver process. You may need to check their User role (see step 2 in the Re-employment checks) if it was amended as part of the leaver process
• You will be able to modify the Leaving Notes and then clicking Next will allow you to amend/delete end dates on Allowances and Absences (if applicable) to update/reopen them. A note advises that only records where the end date matches the leaving date are shown

• Delete/update the end date of Allowances/Absence to reopen/amend as necessary

• Click Update to reinstate the person
• If you didn't choose to Reactive account, check Sign-in account access to remove the future Enabled to date populated during the leaver process
• Check Job and Pay to remove the Job End Date if the person is remaining in the same role. Otherwise Insert New Record to record any changes

• Check any other data entry area as required that may have been deleted during the Leaver Workflow/Wizard process and is now relevant again: eg future Absence, Allowances, Payments, Training records, to re-enter these details to ensure the record is fully restored to pre-leaver status

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