This guide will show how to make an employee a leaver from a Primary Record where they also have a Secondary Record. 
 

Contents

• Overview
• To make an employee a leaver from a primary record
• Active Directory (AD) Connector
• Paylink

Overview

• There may be occasions where an employee within your organisation has multiple roles or contracts. Each role needs to be recorded separately in Ciphr HR but against the same employee. 
• There will also be occasions when an employee leaves their primary role, resulting in their secondary role becoming their primary role.   The process for this is the same as making an employee a leaver; just ensure you select the correct employee record – ie the Primary Record.

To make an employee a leaver from a primary record

• Go to the following area:
  • Latest (left-hand) menu: Personal > Personal Details
  • Pre-2025 (top) menu: Personal Data > Personal Information > Personal Details
• Use the Advanced Search to locate the employee who is being made a leaver from a primary record
• Ensure you select the primary record to view
• Any secondary records are denoted by the (S) on the employee list

• Go to the following area:
  • Latest (left-hand) menu: Starters & Leavers > Leavers > Leaver Workflow
  • Pre-2025 (top) menu: People Admin > Leavers > Leaver Wizard
• At the first stage of the leaver process you will be able to select the secondary role that is to become the employee’s primary role
• Click on the magnifier and select the secondary role from the list of secondary roles that the employee holds

• Complete the steps as required and prompted by the workflow

Active Directory (AD) Connector

• If you have the optional Ciphr AD Connector configuration set up with Ciphr HR to automatically create and update IT accounts, then there is an additional step that should be checked when making a primary role a leaver
• AD Connector uses primary records only, so when a primary role is made a leaver it should be excluded from AD by amending the Further Information field under the IT Systems tab in Personal Details: update the Exclude from AD field to Yes

• The 'new' primary record will be automatically matched to the existing AD record via the AD Connector

If you're not using Ciphr AD Connector and would like to know more please see: https://www.ciphr.com/ad-connector

Paylink

• If you have the optional Paylink configuration set up between Ciphr HR and your payroll system, then there is an additional step that should be checked when making a primary role a leaver
• Once you have made the former primary role a leaver following guidance from the previous section, the next step would be to move the 'new' primary record to the primary Payroll in Personal Details > Employment Details tab. Then the primary payroll can be run.

Important information regarding Ciphr Payroll:

• It will be a manual step in the payroll system to end the secondary role, so the HR team will need to advise the payroll team to action this
• It is recommended that the payroll team check the salary details on the employee’s payroll record to ensure that the most recent salary line is the correct salary for the new primary role

If an employee has more than one secondary role you do not need to amend the subsequent Payrolls: eg adjusting from the third to the second etc.