When an employee leaves the organization

When an employee is no longer part of the organization, their account must be deactivated. The approach to deactivation depends on the circumstances under which the employee has left. 

TABLE OF CONTENTS

• What Happens When an Employee is Deactivated 
• Termination with Immediate Effect 
• Scheduled Termination 
• Anonymization 

What Happens When an Employee is Deactivated 

• The employee will no longer have access to the system.
• All data related to the employee remains intact, ensuring continued HR and financial insights and payroll processing based on data in Work.
• The employee is removed from the shift plan.
• The employee's profile can be found in the employee overview by filtering for "Active: No."
• Timesheets can still be accessed by filtering for "Employees: Inactive."
• The employee's account is not deleted but deactivated. Anonymization rules can be set up (see the section on "Anonymization Rules").

Termination with Immediate Effect 

When an employee leaves with immediate effect and should no longer have access to the system, their account can be deactivated by following these steps:

1. Navigate to the employee's profile using one of the following methods:
   • Search for the employee using the search bar at the top of the Work interface.
   • Go to Staff > Employee overview and select the relevant employee.
2. Click Edit in the top-right corner of the employee's profile overview.
3. Toggle off the "Active" setting.

Scheduled Termination 

If an employee is set to leave on a specific future date, you can schedule the deactivation as follows:

1. Navigate to the employee's profile using one of the following methods:
   • Search for the employee using the search bar at the top of the Work interface.
   • Go to Staff > Employee overview and select the relevant employee.
2. Click Edit in the top-right corner of the employee's profile overview.
3. Enter the future termination date in the "Future Stop Date" field.
   Once this date is reached, the system will automatically deactivate the employee.

Anonymization 

We recommend anonymizing users rather than deleting them. This ensures that statistical data and other system insights remain available. Deleting users removes this data permanently. Anonymizing data also ensures compliance with GDPR regulations.

The Anonymization Process

Through anonymization, we can:

• Change the employee's name to initials plus asterisks. For example, Hans Jørgen Andersen becomes H** J** A**.
• Remove the email, mobile phone number, password, and profile picture associated with the account.
• Delete the employee's personal information.
• Remove any notes related to the employee.
• Delete any files attached to the employee's profile.

For assistance in setting up an anonymization process tailored to your needs, please contact support@intramanager.com.