What to do when a person leaves your organization

When a person leaves your organization, set their employment end date in Operating. Their history does not change, and from the day after the end date they no longer count toward capacity or future planning. This article covers how to set the date, what changes, and the few things you still need to tidy up yourself.

Step 1: Set the employment end date

1. Open the person's detail page by clicking their name anywhere in Operating.

2. Go to the Employment tab.

3. Under Employment period, set the end date to their last working day.

You can set the date in advance. Operating recalculates the person's capacity, planned hours and financials as soon as you save it, without waiting for the date to arrive.

Using an HR integration? If the person is synced from an HR system such as HiBob, the employment end date may come from there. Set it in your HR system and let the sync bring it over.

What changes after the end date

• Status: From the day after the end date, the person's name is shown greyed out with the label (employment ended), and they drop out of the default people lists.

• Capacity: They have no available time after the end date. These days don't count toward utilization or overbooking.

• Planned hours and financials: Only days up to and including the end date count toward planned hours, revenue and cost.

• Timeline: Any allocation that runs past the end date is still drawn, but the part after the end date is marked as outside employment and isn't counted.

• History: Time entries, past allocations and reports up to the end date stay as they were. The person still appears in reports for any period where they have data.

Step 2: Reassign their remaining work

Setting an end date does not remove, shorten or move allocations. Any allocation that runs past the end date stays on the project but no longer counts. That makes the project's future plan look smaller than it really is.

For each project the person was allocated to after their end date, either:

• move the allocation to a colleague who will take over the work, or

• shorten it to end on their last day and leave the position open (role only) until you find someone.

The person's Timeline tab is the quickest place to see what's still booked after their end date. See How to manage allocations.

Step 3: Remove their login

The employment end date doesn't affect the person's login. To stop them signing in:

1. Go to Settings → Users.

2. Click the archive icon on their row and confirm with Archive user.

Their data is kept. If they log in with single sign-on, also remove their access in your identity provider. See How to give team members access to Operating.

End date, archive or delete?

• Employment end date is the recommended choice for anyone who leaves. It's automatic, keeps all history, and is labelled "(employment ended)".

• Archive hides the person manually, for example someone who was added by mistake or never started. If you archive a person and set an end date, Operating uses whichever date comes first. See How does archiving work in Operating?

• Delete permanently removes the person and all their data, including time entries and allocations. It can't be undone, so you should avoid it for people who have left – you want to keep their past data e.g. in the projects.

Related articles

• The Person detail page

• How does archiving work in Operating?

• How to give team members access to Operating

• How to add a new Person