Employee Termination and Status Management

When an employee leaves your business, AccuArk provides a structured termination process that disables access while preserving historical records. This guide explains how status changes work and the best practices for handling departures.

Active vs. Inactive Status

Every employee in AccuArk has a status flag:

• Active ÔÇö The employee can log in, clock in, appear on schedules, and use the system normally
• Inactive ÔÇö The employee is locked out of the system but all their historical data remains intact for reporting and compliance

You can view and change an employee's status from their profile under Employees > Employee List, then selecting the employee.

Termination Procedure

To properly terminate an employee, follow these steps in the employee's profile:

1. Set the termination date ÔÇö Open the employee's Employment tab and enter the termination date. Always set the date before marking the employee as terminated.
2. Mark as terminated ÔÇö Check the Terminated checkbox on the Employment tab. This records the reason and date in the audit trail.
3. Set status to Inactive ÔÇö Change the employee's status to Inactive. This is what actually disables their access.

What Happens When an Employee Is Set to Inactive

Once an employee's status is changed to Inactive, the following occurs automatically:

• Login disabled ÔÇö The employee can no longer sign in to AccuArk on any machine
• Time clock blocked ÔÇö Their Clock PIN is deactivated and they cannot clock in or out
• Schedules cancelled ÔÇö Any future scheduled shifts are removed from the active schedule
• Salary records preserved ÔÇö All historical salary records and line items remain in the database for reporting
• Pending time off cancelled ÔÇö Any pending time-off requests are automatically cancelled
• Location access deactivated ÔÇö Their access records are marked inactive across all locations
• Benefits kept on record ÔÇö Assigned benefits and deductions remain visible on the employee's profile for historical reference
• Audit trail retained ÔÇö Every action the employee took and every change made to their record is permanently logged

No data is deleted during termination. AccuArk preserves everything for compliance and reporting purposes.

Rehiring a Former Employee

If a terminated employee returns to your business, you do not need to create a new record. Instead:

1. Find the employee in the Employee List (use the filter to show inactive employees)
2. Open their profile and clear the Terminated checkbox
3. Update the termination date if needed
4. Set their status back to Active
5. Verify their location access, role, and department are still correct
6. Assign a new temporary password so they can log in

Rehiring preserves the employee's full history, which is valuable for seniority tracking and audit purposes.

Best Practices

• Always set the termination date first ÔÇö This ensures the audit trail records the date accurately before any access changes take effect
• Cancel pending time-off requests ÔÇö Review and cancel any approved future time-off requests before deactivation
• Close open timecards ÔÇö Make sure the employee's final timecard is reviewed and approved so hours are accurate
• Process the final salary record ÔÇö Create and finalize the last salary record including any remaining compensation, accrued time off payouts, and final deductions
• Document the reason ÔÇö Use the termination notes field to record the reason for separation; this is visible only to users with appropriate permissions