Users | Status

1) Overview
2) Deactivate users

i) Deactivate users through the General users page
ii) Deactivate users through an individual's user page

3) Activate users

i) Activate users through the General users page
ii) Activate users through an individual's user page

4) Terminate users
5) Set the termination date in the past

 

🔍 RELATED ARTICLES

Data Synch | Import Users

 

1) Overview

All users in Easy Employer must have a status assigned to them. There are three user status types: Active, Inactive or Terminated. Each status has an effect on how the system handles users accounts:

  • Active - Active users appear on the roster and timesheet if assigned to roles.
  • Inactive - Inactive users do not appear on the roster or timesheet (if the user is deactivated during a period, they will remain to the end of the roster or timesheet period, whichever is latest). When a user is deactivated, they retain their permissions and online access.
  • Terminated - Terminated users do not show on the roster or timesheet (if the user is terminated during a period, they will remain to the end of the roster or timesheet period, whichever is latest). When a user is terminated, their permissions and online access are removed. As a result, the user can no longer be able to access their online account.

 

NOTE: Communications still go out to terminated users (e.g., if you send a notice, delete roster shifts , or approve/decline leave requests), these actions still have the option to be communicated to terminated users. The only way to guarantee an email/SMS is not sent to a user is to remove their email and mobile number.

 

The user status is used to remove or reinstate an employee's access to Easy Employer. This can prevent employees from appearing in specific system locations (such as abilities, rosters, timesheets). This is typically used when an employee won't be working for an extended period of time; for instance, an employee going overseas for 3 months that would continue working upon their return (for which the employee's status could be changed to inactive until they return), or no longer works for the organisation.

 

2) Deactivate users

The first three steps are common to the two different methods you can use to deactivate a user:

  1. Click Organisation.
    navbar_org.png
  2. Click Users.
    org_users.png
  3. Active users will be shown by default.
    usrs_actv.png

 

i) Deactivate users through the General users page

  1. Take the mouse cursor to the right side of the Status column and click the three dots icon at the end of the row of the user you are deactivating.
  2. Select Deactivate.
    usrs_dots_menu_deactv.png
  3. Click De-activate on the confirmation dialogue.
    usrs_deact_conf-deact.png
  4. If the user has roster template or future roster shifts, the following dialogue will be displayed:
    usrs_deact_conf.png
    • Unassign - the user is unassigned from the roster template and future roster shifts will be converted to Unassigned shifts.
    • Delete - roster template and future roster shifts will be deleted and not converted to unassigned shifts.
    • Cancel - user deactivation will be cancelled.
  5. Select either Unassign or Delete.
    • The users status will now be Inactive and they will not show on rosters, timesheets, etc. from the next period.

 

ii) Deactivate users through an individual's user page

  1. On the General page, click on a specific user.
    usrs_actv.png
  2. Select Settings on the sidebar.
  3. Click Deactivate.
    usrs_sett_deact.png
  4. Click De-activate on the confirmation dialogue.
    usrs_deact_conf-deact.png
  5. If the user has roster template or future roster shifts, the following dialogue will be displayed:
    usrs_deact_conf.png
    • Unassign - the user is unassigned from roster template and future roster shifts will be converted to Unassigned shifts
    • Delete - roster template and future roster shifts will be deleted and not converted to unassigned shifts
    • Cancel - cancels deactivating the user

The users status changes to Inactive and they do not appear on rosters, timesheets, etc. from the next period.

 

3) Activate users

The first three steps are common to the two different methods you can use to activate a user:

  1. Click Organisation.
    navbar_org.png
  2. Click Users.
    org_users.png
  3. Active users will be shown by default.
    usrs_actv.png

 

i) Activate users through the General users page

  1. On the General page, uncheck Active and check Inactive and Terminated to display all inactive and terminated users.
    usrs_inactv.png
  2. Click Actions (three dots icon) on the row of the user you are activating.
  3. Click Activate.
    usrs_inactv_act.png

The users status changes to Active and they appear on rosters, timesheets, etc.

 

ii) Activate users through an individual's user page.

  1. On the General page, uncheck Active and check Inactive and Terminated to display all inactive and terminated users.
  2. Click on the name of the user you want to make active.
    usrs_inactv.png
  3. Select Settings on the sidebar.
  4. Click Activate.
    usrs_sett_actv.png

The users status changes to Active and they appear on rosters, timesheets, etc. 

4) Terminate users

Follow these steps to terminate users:

  1. Click Organisation.
    navbar_org.png
  2. Click Users.
    org_users.png
    Active users are shown by default.
  3. Click Actions (three dots icon) at the end of the row of the user you are terminating.
    usrs_actv_dots.png
  4. Click Terminate.
    usrs_termt.png
  5. The Terminate user popup displays. The termination date is set here. Clicking Terminate immediately uses the current date. Selecting a date in the future will postpone the termination of the user until the selected date. This means the user will still appear in Easy Employer as usual until the termination date occurs (a date in the past cannot be selected here).
    usrs_termt_date.png
  6. If the user has roster template or future roster shifts, the following dialogue will be displayed:
    usrs_termt_conf.png
    • Unassign - roster template and future roster shifts are converted to Unassigned shifts.
    • Delete - roster template and future roster shifts are deleted and not converted to unassigned shifts.
    • Cancel - cancels the termination of the user.
  7. The users status changes to Terminated and they do not show on the rosters, timesheets, etc. from the next period.
    usrs_termtd.png

 

NOTE: There is no front-end way to bulk terminate users.

You can still bulk terminate users using the Import / Export > Import / Update Users feature, by uploading a flat file based on the "Easy Employer Standard Format" (refer to the guide in the RELATED ARTICLES section.

Populate this file, ensuring you include the "User ID" as the unique identifier together with the employee's name, email and mobile (you can get an employee export from the user details report), then input a termination date, which will terminate the employee immediately, and set the "User was terminated on" date to what is provided.

We recommend you test this in the sandbox account first, and check the result of this before doing this in your production environment.

 

5) Set the termination date in the past

  1. Click Organisation.
    navbar_org.png
  2. Click Users.
    org_users.png
  3. Use the display toggles to locate the terminated user and select it.
    usrs_termtd.png
  4. Select Settings on the sidebar. Two termination dates are displayed on this page:
    usrs_termtd_dates.png
    • Effective termination date - the date Easy Employer uses as the termination date. From this date onwards the user does not appear in rosters, timesheets, etc.
    • User was terminated on - this date can be backdated to show that the user was terminated prior to the effective termination date.
  5. Under User was terminated on, click on the calendar field to change the user's termination date.
  6. Select a date
  7. Click Save (next to the date).
    usrs_termtd_date_chg.png
Kristian N. -
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