Ending an employment

If an employee is departing, end their employment ahead of time and Rotaready will know when to terminate their account.

Amelia Andrews avatar
Written by Amelia Andrews
Updated over a week ago

Ending an employment allows organisations to prepare for the departure of an employee and sets their leave date.

Once someone's employment has ended, Rotaready won't allow you to assign them any shifts beyond their leave date. The employee won't be able to request absence beyond their leave date either.

Once the leave date has passed, the employee's account will be automatically deactivated. They won't be able to sign-in, nor will they continue to appear on the rota.

πŸ‘€ Watch our Spotlight Session 'Learning the leaver process' to find out more.

Ending an employment

  1. Find the employee's profile

  2. Click Employment

  3. Click the Options button within their Current employment

  4. Select End employment and enter the employee's leave details

The employee will become 'inactive' once the leave date has elapsed. This will hide them from the employee list by default, but clicking the option to 'include inactive' employees or using the staff search bar will reveal them once more. They will continue to appear in any reports, as appropriate.

If you need to update the leave details of an employment record, select Reinstate employment from the Options button to reinstate their employment and follow the above steps.

Finalising absence allowances

After ending an employee's employment you will be prompted to confirm you've finalised their absence allowance(s). Finalising an allowance is the process of closing an allowance by making a payment for the remaining balance (for example, accrued but untaken holiday). Learn more about how to finalise an absence allowance.

Confirming that you've finalised a leaver's active allowances will reflect on a joiners/leavers report, indicating the employee's finalised allowance details are ready for their final payslip. This allows your head office to have confidence in the payroll data they'll be processing.

If someone re-joins your organisation

Simply return to their Employment tab and add an employment with their new start date. Rotaready will automatically re-enable their account when the date arrives. Learn more about reactivating an employment.

Note: It's not currently possible to delete an employee record in its entirety, as many functions within Rotaready rely on their data being available, such as historical reports.

Joiners/leavers report

A joiners/leavers report can be used to identify employees who have joined or left the business in a chosen time period. The confirmation of the finalisation of a leaver's absence allowances (or lack thereof) will be shown on this report too.

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