Deactivate and reactivate staff

Deactivate one person

1. Go to Staff and open the person's profile.
2. Select Actions → Deactivate.
3. Check the Last working day and enter a Reason if you want one. Payroll pays the person up to the last working day. It starts on today, or on the joining date for someone who has not joined yet, and it cannot be before the joining date.
4. Select Deactivate.

The staff seat is freed. Records stay, and the profile shows the last working day and the reason.

A last working day in the past

If you pick a last working day before days that already have attendance or leave recorded (a mark, a punch, approved leave or on duty), X tells you how many days and which dates before it deactivates the person. Those days stop counting in attendance and are not paid. Check the date, and select Deactivate anyway only if it is right. Nothing is deleted: if you reactivate the person from an earlier date, the days count again.

The last working day cannot be before days that a finalised pay run has already paid. Pick the last day of that pay period or later.

If someone never joined, deactivating them makes their joining date the last working day, so the pay run of that month includes them for that one day. Hold their pay in that run. See Hold pay or set LOP days.

Reactivate

1. To find the person, set the Status filter on the staff list to Deactivated, and open their profile.
2. Select Actions → Reactivate.
3. Check the Rejoining date: the first day they work again. It starts on today, or on the last working day if that is later, and it cannot be before the last working day.
4. Select Reactivate.

The days after the last working day and before the rejoining date are not employed: attendance shows them as not employed, and payroll does not pay them and treats them the same as days before someone joins. See Payable days methods. The profile timeline shows the reactivation on the rejoining date with those days, and still shows when they were deactivated. People can leave and come back as often as needed.

A rejoining date cannot fall in a month whose pay run you have finalised, because that month's pay and attendance are final. Pick a date after it, and pay any days they worked in that month as a one-time earning in the next run. See Add one-time earnings and deductions. Pay runs you have already finalised do not change.

Many people at once

Tick them in the staff list and use the Deactivate or Reactivate bulk action. See Find staff and change many at once. The bulk actions do not ask for dates. Deactivating uses the day you deactivate them as the last working day, or the joining date for someone who has not joined yet, or the last day a finalised pay run has paid them when that is later. Someone with leave or attendance recorded after that day is not deactivated in bulk; use their profile. Reactivating uses the day you reactivate them as the rejoining date, or the first day after the last finalised pay run. To choose other dates, use the profile instead.

Their last month's pay

A deactivated person stays in the pay run of every month their employment overlaps. In the month of their last working day they are paid up to that day, the same way as a joiner part-way through a month. They are left out of the pay runs for the months after it. See Payable days methods.

X has no exit or final settlement step: it does not work out gratuity, leave encashment or a notice-period recovery. Work these out yourself, and pay them as a one-time earning or deduction in the last month's run, or record them on the Payments page. See Add one-time earnings and deductions and Record salary payments.