Terminate a User/Employee

Users with the User Admin permission can edit the employment status of another employee's user account in ClearCompany, marking them as Active, Deleted, or Terminated. Terminating a user removes their access from the system, preventing them from logging in to ClearCompany, and captures the termination information for reporting purposes.

In this article:
Where Terminated Users are Located
When Should I Delete a User vs Terminating Them?
How is the Termination Data Used Throughout the System? 
How to Terminate a User
Rehire and Restore a Terminated Employee

Users need BOTH User Admin and HR Admin permissions to be able to terminate users.

Where Terminated Users are Located

Within the User Setup page (Tools > Setup > Users), users in the Terminated status are easily accessed by changing the Status filter from Active to Terminated.

When Should I Delete a User vs Terminating Them?

  Deleting a user should be used for test accounts or employees who have more than one account.

 Terminating an employee should be used for all real employees as it will save their employment details, profile, and termination reason. Marking an employee as terminated will also allow your organization to utilize the built-in Rehire capabilities for recruiting former employees.

How is the Termination Data Used Throughout the System? 

Employee termination information connects to two main areas within ClearCompany with People Analytics reports, which are used with the Workforce Planning tool, and Rehires, which allows hiring teams to see if an applicant has previously worked for the organization and the reason for their departure.

How to Terminate a User

Users can be terminated by an individual with User Admin & HR Admin permissions either immediately, or scheduled for a future date and time, depending on the employee's employment situation. Terminations can be conducted on a per-user basis or in bulk via the User Import tool. Each method of terminating a user is listed below in more detail.

Immediately Terminate a Single User

This termination option is most commonly used for unplanned employee turnover. This method allows you to immediately prohibit a user's access to your organization's ClearCompany account and store a termination reason for historical reporting.

1. Navigate to Tools > Setup and click Users.

   

2. Use the search bar to find the user you would like to terminate and click on their name.

   

3. Click Terminate Employee on the profile that appears.

   

4. Select the bubble next to Immediately. Use the Select dropdown to choose whether it is a Voluntary or Involuntary termination. Additional notes can be entered in the optional Reason textbox. 

   

   Once everything is set, click Terminate [Employee].

5. The window will close and a green notification will appear confirming "Termination Completed Successfully". Refresh the page to see that the employee is no longer on the list of Active Users.

Schedule a Termination for a Single User

This termination option is most commonly used for planned employee turnover. The user will have access to your organization's ClearCompany account until the day and time you select. A scheduled termination date/time can be edited or canceled before occurring. 

1. Navigate to Tools > Setup and click Users.

   

2. Use the search bar to find the user you would like to terminate and click on their name.

   

3. Click Terminate Employee on the profile that appears.

   

4. Select At a specific date/time. Use the dropdown to select the last day of work and the time that the user’s access to the ClearCompany system should expire. Under Type, choose whether it is a voluntary or involuntary termination. Additional notes can be entered in the optional Reason textbox and will be stored on the employee’s record for future review.

   

   Once everything is set, click on Schedule Termination.

5. The window will close and a green notification will appear confirming "The termination has been scheduled".

6. The employee will continue to show in your Active Users list until their scheduled termination date. You can view or change the termination by clicking on Edit Scheduled Termination.

   

Terminate Users in Bulk through User Import

This termination option is used to mark multiple users as Terminated at once. For example, a group 5+ of users in an 'intern' or temporary employment role will be terminated at a known point in time. Terminating users in bulk requires creating an updated user data CSV and importing the user changes through the User Import Tool.

1. Review the Bulk Updating User Profiles article and complete steps 1-5.

2. In the CSV, scroll to the Termination Columns (S-U). For any users that need to be terminated, fill in a Termination Type of either Voluntary or Involuntary and then a Termination Date in the format MM/DD/YYYY. Optionally, fill in the Termination Reason. 

   

3. Once your spreadsheet is updated and looks something like this, save the file as a CSV.

   

4. Use the CSV to complete steps 7-11 in the Bulk Updating Users article.

Rehire and Restore a Terminated Employee

There may come a scenario where an employee will have to depart from their role at your company and in the future, choose to apply for an open position. ClearCompany's built-in Rehires feature, allows hiring teams to quickly recognize the former employee and view their termination reason on the candidate profile.

The past employee's profile and the new applicant record will be automatically connected if a match is made on the personal email address. Alternatively, the records can be manually connected with a couple of clicks by following the instructions in this article.