How to Manage Employee Leavers: Deactivate, Report & Archive

Summary This article explains how to manage employee leavers in the system and how to find leaver information in reports. It covers setting leave dates and deactivation, how leavers appear in celebration feeds, reporting location for leavers, and options for handling records (archive vs delete).

Managing leavers (set leave date and deactivate)

• Set an end (leave) date on the employee’s user profile.
  • Setting an end date will deactivate the user’s system access.
  • When an end date is set, the system will send an email notification to the employee’s line manager to prompt leaver steps.
• Updating a user’s leaver status and revoking access requires manually updating profile fields such as status and deactivation.
  • The leaver workflow is mostly manual: marking someone as a leaver and revoking access still requires manual updates to the user profile.

Celebrations and visible content

• Users who have not been deactivated can still appear in the “Who’s Celebrating” feed (for example, birthdays).
  • To remove a leaver from the celebration feed, ensure the leaver’s account is deactivated.

Reporting on leavers

• You can find leavers’ details in the “New starters and leavers” report located in the Insights section of the People module.

Integrations and automation

• Integrations (for example, a Bamboo HR sync) do not currently auto-deactivate or auto-delete users.
  • Although APIs/integrations may add users, they do not automatically remove or deactivate them at present.
• If you rely on an integration and need leavers to be deactivated automatically, you can request development/changes through the vendor; meanwhile, deactivation must be handled manually or via a support request.

Handling records: archive vs delete

• When removing a leaver from active access, consider archiving rather than deleting the full record if you may need to review historical items (such as one-to-one notes) in future proceedings.
• Support can perform deactivation or archiving on request.

How to request manual deactivation or archiving

1. Identify the employee(s) who should be deactivated or archived.
2. Request deactivation/archiving from support or from personnel with the ability to perform these actions.
3. Confirm once the account has been deactivated or archived to verify they no longer appear in active feeds such as “Who’s Celebrating.”

Troubleshooting tips

• If a leaver still appears in celebration feeds after an end date is set, check whether their account was actually deactivated (status/deactivation field).
• If multiple leavers are not being deactivated by your integration, verify that deactivation is being performed manually or submit a request to support to deactivate the specific accounts.
• If you need to retain records for future review, request archiving rather than deletion.

Conclusion To manage leavers, set an end (leave) date in the employee profile and ensure the account is deactivated to remove access and stop appearances in celebration feeds. Use the “New starters and leavers” report in Insights > People to find leaver details. Integrations do not currently auto-deactivate users, so deactivation or archiving is performed manually or via a support request.