Available to subscription: All subscriptions
User role: Administrator
When an employee leaves the company, it is always recommended to use a deactivation date. The deactivation date acts as the employee’s last day of time registration and ensures that no new timesheets are generated after the employee's departure.
Important Before Deactivation
To ensure the employee’s final time registrations are handled correctly, do not:
- Remove the employee’s time registration licence.
- Remove the permission for time registration.
The recommended method is always to set a deactivation date on the employee profile.
How Deactivation Works
When an employee is set as inactive:
- The generation of new timesheets stops.
- The deactivation date is considered the employee’s last day of time registration.
- During the next schedule allocation, unlocked registrations after the deactivation date are removed (drafts and rejected entries).
- Locked registrations are retained (pending approval, approved, and completed entries).
- Future unprocessed time registrations after the deactivation date are automatically deleted during Mileage Book’s nightly update.
Example: Last Working Day Is a Friday
- Set Friday as the deactivation date.
- The employee’s final timesheet contains registrations up to and including Friday.
- No new timesheets are generated after this date.
- Any unprocessed registrations after Friday are automatically deleted during the next nightly update.
Example: Last Working Day Is a Tuesday
- Set Tuesday as the deactivation date.
- The employee’s final timesheet contains registrations for Monday and Tuesday.
- Registrations after Tuesday are removed during the next schedule allocation if they are not locked.
- Any unprocessed registrations after Tuesday are automatically deleted during the next nightly update.
Handling Hours with the Status "Pending Approval"
Hours that have been submitted for approval and have the status "Pending Approval" are considered locked registrations.
Locked registrations are not deleted during Mileage Book’s nightly update, even if the employee has been deactivated.
If the hours should not be approved or processed after deactivation, the approver must reject them:
- The approver rejects the pending hours.
- The hours change from locked to unlocked status.
- During the next nightly update, the unlocked hours are automatically deleted if they occur after the employee’s deactivation date.
It is therefore always recommended to check whether the employee has hours with the status "Pending Approval" before carrying out the deactivation.
If the Final Timesheet Has Not Been Submitted
An inactive employee is no longer shown in the employee selection on the standard time registration page. Therefore, the timesheet cannot be submitted or resubmitted from this page while the employee is inactive.
If the final timesheet still needs to be submitted:
- Go to System Configuration > Employees.
- Find the deactivated employee.
- Click the three dots on the far right of the employee row.
- Enable approval flow for hours.
When the approval flow is enabled, hours that have not yet been submitted are automatically sent for approval and can be processed even though the employee has been deactivated.
Special Considerations for Reactivation and Deactivation
Please note the following:
- The deactivate button automatically sets the deactivation date to the current date.
- Reactivating an employee resets the existing deactivation date.
- Always verify the deactivation date when performing the final deactivation.
An incorrect deactivation date may result in unintended timesheet generation or incorrect handling of time registrations.