Re-instating Leavers

If an employee leaves and returns to your company, there are two ways you can add their details back into the system:

  1. Re-instate a Leaver

  2. Create a new Employee Record

Re-instate a Leaver

  1. Log into Staffology HR.

  2. Go to Directories > Leavers.

  3. Select the required employee and choose Edit or select the edit icon displayed on their name:

  1. Choose Personal.

  2. Select Re-instate Leaver at the bottom of the screen.

    If Re-instate Leaver is not displayed, the employee is either not a leaver or has already been reinstated.

    The Re-instate Leaver screen opens.

  3. In Start Date, enter the date when the employee became re-employed.

  4. Update the Cont. Service Date accordingly.

  5. Select Re-instate.

    Selecting Re-instate creates an Active Employee record and a new Employee Number. Any documents or absences When an employee or worker is absent from work. This can be for a variety of reasons. stay with the now active record.

    • The Payroll and Employee Numbers do not need to match, but they must be unique for each employee. So if your system is integrated with a payroll software, you must update the employee's Payroll Number in their record.

    • For a copy of the employee record, including the original Employee Number, go to the Leavers Directory. Here, you will also find information about when the employee was not working for the company.

  6. If your software is integrated with a payroll system, go to step 10. If you do not have any payroll integrations active, go to step 11.

  7. After selecting Re-instate Leaver and completing the required fields, select Payroll in the employee's record and update the Payroll Number.

    You must update the Payroll Number for HMRC reporting purposes.

  8. Go to Actions and select Send Invitation Email.

    This allows the employee to create their new login details to access the system.

Create a new Employee Record

If the above does not suit your needs and you need the leaver's record to retain the previous data:

  1. Log into Staffology HR.

  2. Go to Directories > Leavers.

  3. Select the required employee and choose Edit or select the edit icon displayed on their name:

  1. Choose Personal.

  2. Update the Employee Number to show that it is a leaver record, for example, 504L.

    The Employee Number field in the Personal tab.

  3. Go to Directories > Create New.

  4. Create a new record for the leaver and add the original Employee Number.

    • The Payroll and Employee Numbers do not need to match, but they must be unique for each employee.

      Although you are creating a new record for the employee, they cannot have the same Payroll Number as they had before. You must add a new one in the employee's Payroll tab. This is for HMRC reporting purposes.

  5. Go to Actions and select Send Invitation Email.

    This allows the employee to create their new login details to access the system.

Related topics:

Process a Leaver

Onboard an Employee

Add a new Employee

Search for an Employee in Directories

Add a new Directory tab