This guide takes you through the Administrative steps of deactivating an employee in your Workamajig account. If the user has outstanding actions that have been sent to them for approval, among other things, then please check out the Employee Offboarding guide for more info before deactivating this users account.
NOTE: We DO NOT recommend you rename an existing employee record with the name of a new hire. This will cause a loss of data integrity as all historical records would now show the new hires name.
NOTE: Once any transaction has been associated with an employee, you are unable to delete the employee record.
NOTE: Blanking out the User ID from Login Settings automatically removes the users from being an active paid user. This is a good way to keep meetings where this user is the organizer of visible on calendars until you change the organizer to current active users.
Steps To Deactivate Employee
1) Confirm the user's prior actions are approved and/or resolved
- My Items To Approve: If the widget is not on their desktop, then go to Menu > Approvals to verify there is nothing outstanding for them to approve.
- Time sheets: Confirm that all time sheets have been approved or deleted. Once inactivated, you will not be able to approve or edit the employee's time sheets.
- Expense Reports: Confirm that all expense reports have been Approved/Paid or deleted.
- Calendar: Confirm all public meetings where the employee is set as the organizer are set to someone else. This is best done via the Offboarding process.
- Project/Account Manager: Confirm the employee is no longer the AM on any active client records or the PM on any active projects.
2) Review the user's employee record
Ensure the name, address and any other notes about the employee are up to date.
3) Reassign their tasks
- Click on Assign to Projects at the top of the employees' record.
- Check the box next to Reassign Assignments.
- Select the user you want to replace to take over their task assignments.
- Click Update. Then click Yes in the Confirmation drop-down. And then click Done to close.
NOTE: There is not a way to undo this action. Ensure this is what you intend to do before performing this.
4) Sync: remove the calendar sync options, if applicable
- Exchange: remove User ID and change Sync options to DO NOT SYNC
- Google: Revoke connection
5) Inactivate Login
Prior to this step, ensure you do not need to log in as this user for any administrative purposes, such as verifying that the My Items to Approve is empty, and for any Sticky Notes on their desktop.
- From the user's employee record click on Login Settings to open the following options.
All that needs to be done so this login no longer works, nor is a paid user in the system, is to uncheck the Active box and press Save.
We do however recommend you reset the password to something else, in case you accidentally activate the record once more or need to leave the record active while you finish your administrative processes.
Alternatively, you can leave the record Active, minus the ability to log in as them by simply blanking out the User ID. This will let you assign the user to new transactions, but since you cannot log in as them, they will not be a paid user.
To further ensure no one can log in as this user, blank out the User ID, change the Password, uncheck Active, and check Locked.
6) The employee has now been deactivated
The employee's name will still be available for historical reporting purposes. However, you will be unable to select them as a user to assign to new projects and tasks, etc.
Check Activation Status Regularly
If you have turnaround within the organization, or you want to be sure of which users are live paid users currently in the system, then make sure to go to Activation Status.