When an employee or contractor is no longer active with your company, and you’d like to hide them from your active roster on the Staff page as well as your Dashboard statistics, there is a way to do this in WorkBright.
Note: This includes understanding the distinction between adding an end date to a profile and deactivating the profile, as these actions serve different purposes.
Go to Staff > {PERSONNEL FILE} > Employment Tab
Within every person’s file, there is a change status button on the Employment Tab of the profile. Click it to get two options: deactivate or delete completely from WorkBright.
Additionally, you can add an end date to an employee's profile to indicate the official end of their employment, which is separate from deactivation.
End Dates vs. Deactivation
End Date: Adding an end date to an employee's profile indicates the official end of their employment. However, this action does not automatically deactivate their account or restrict their access to the system.
Deactivation: Deactivating an employee's profile is a manual action that ensures the employee no longer has access to the system. This is a critical step for maintaining security and compliance.
Deactivating an employee will remove them from your staff page and the stats on your dashboard, but you can still revisit their personnel file and even reactivate them if need be.
It is important to note that adding an end date does not deactivate the account; both actions must be managed separately.
Best Practices for Deactivation
Add an End Date: Update the employee's profile with their official end date to maintain accurate records.
Manually Deactivate the Profile: Ensure that the profile is manually deactivated to prevent any further access to the system.
Verify Recorded Dates: Check the profile to confirm that both the end date and deactivation date are accurately recorded.
REMOVING AN EMPLOYEE FROM YOUR ORGANIZATION IS A TRUE DELETE!
Not even our engineers can wave their magic wand and retrieve the file if you do this. You will get a quick warning screen to make sure you really, really want to delete this file completely.
Implications of End Dates and Deactivation
Security: Deactivating profiles promptly ensures that former employees cannot access sensitive company information.
Compliance: Accurate recording of end dates and deactivation dates supports compliance with organizational policies and legal requirements.
Record-Keeping: Maintaining clear records of employment and deactivation dates helps in resolving any future queries or disputes.
This is useful for employees who have never logged in or completed a form, as well as for test profiles.
This is what the employee will see if they try to log in.