What to do when a member of staff leaves

This guides shows what to do when a staff member leaves and how to archive them from the system.  

In completing these steps the staff member will no longer have access to the system.  

Step 1 -  Click 'Admin'

Step 2 - Click 'Staff Admin'

Step 3 - Click 'Staff'

Step 4 - To find the staff member use the search option if they are not already showing on the screen.

Step 5 - Click on the '3 dots' to open the staff record.

Step 6 - Go to the 'Contract' tab and click.

Step 7 - Click on the highlighted icon below to open the record.

Step 8 - Add the staff members leave date in the 'Leave Date' field highlighted below.

Step 9 - Press 'OK' to save the staff members record.

Step 10 -The Staff Members record has now been updated with a 'Leave Date'

NB. The Staff member will show on the current rota up to the leave date. If the leave date is mid month, the rest of the month will be greyed out. For subsequent months the staff member will no longer show on the rota.

For example. Staff Member Daisy Watson left on 21st October 2025.  She shows on the rota for the 21st October 25 and before, after this date she is greyed out and cannot be added to future rota's.

From November Daisy Watson will not be seen on the Rota at all.

NB. The staff member's record will still show in the system, but they will be removed from Rota's, Payroll Calculations and Clockings (if the member of staff uses the clocking system).

When adding the staff members leave day, their access to self service will also be removed.  A leave date should be added to the system after they have completed their last shift, especially important if the staff member uses clockings.

The leave date can be added at any time after the staff member has left, but they will show on the rota.