This article explains how to manage employee status changes while preserving a complete history through effective-dated records.
Table of Contents
Employment History
The Employment tab maintains a complete history of employee information using effective-dated records. Supported sections include History and Add entry.
Add entry creates a new historical record.
History lets you review previous records and edit existing history entries.
Review Employment History
Open the employee.
Select the Employment tab.
Select History for the section you want to review.
Review previous effective-dated records.
Select the Edit icon to correct an existing Employment Status historical record.
Select Save.
Add entry vs. History
Use Add entry | Use History |
|---|---|
Create a new effective-dated record. | Review or correct an existing record. |
Record something that changed. | Fix information already entered. |
Can replace future records. | Does not create a new history record. |
Important: Employment history is maintained chronologically using effective dates. If another record already exists for the same effective date, you may be prompted to choose a different effective date or replace future records.
Terminate an Employee
Go to Employees > Employee List.
Select the employee.
Select the Employment tab.
In the Employment Status card, select Add entry.
Select an Effective date.
Optional: Select Override future entries after this date if you want the new employment status to replace any future employment status records scheduled after the chosen effective date.
For Employment status, select Terminated.
Enter the Termination date.
Select a Termination type:
Resignation (voluntary)
Termination (involuntary)
Death
Select a Termination reason.
Select whether the employee is Eligible to rehire:
Yes
No
Upon review
Enter an optional Termination note.
Select Save.
The employee's status is updated to Terminated and added to the Employment Status history.
Note: Terminating an employee does not archive the employee record. To remove the employee from active employee lists while preserving historical records, archive the employee after termination.
Archive an Employee
Archiving removes an employee from active employee lists while preserving their historical records.
Open the employee's profile.
Confirm the employee has been terminated.
Select the ellipsis action menu.
Select Archive.
The employee is removed from active employee lists but remains available for reporting and historical reference.
Recover an Archived Employee
Go to Employees > Employee List.
Select the Filter icon.
Set Employee Status to include Terminated or Inactive as needed.
Set Archive status to Archived.
Select OK.
Select the employee.
Select the action menu (ellipsis) > Recover.
Rehire or Reinstate an Employee
Go to Employees > Employee List.
Locate and select the employee by using the advanced filters Employee status > Terminated and Archive status > Not archived.
Select the employee.
Select the Employment tab.
In the Employment Status card, select Add entry.
Select an Effective date.
Optional: Select Override future entries after this date.
About the “Override future entries after this date” option
Select this option when the new entry should replace future entries that are already scheduled after the selected effective date. Use this option only when the new record should become the active record from the selected effective date forward.
Example:
An employee has an Active employment status record effective Jan 1, 2026 and a future Terminated record effective Jul 1, 2026. On May 1, 2026, you add a new Active record. If Override future entries after this date is selected, the future termination scheduled for Jul 1, 2026 is removed. If the option is not selected, the July 1, 2026 termination remains scheduled.
For Employment status, select Active.
Enter or confirm the Hire date.
Select Save. The employee is restored to Active status and appears in active employee lists.
