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Offboard a leaver

Record someone’s last day and why they are going, deal with the shifts they still hold, and bring them back if plans change.

Who can do this: Admins and Location Managers by default (the “Edit staff details and where they work” permission); a Supervisor can be given it. Only an Admin can offboard an Admin.

Web and iPhoneChecked

On this page

Offboarding records a last day and a reason. The person keeps working, and can sign in, until the end of that day; then their account closes. Nothing is deleted: their record and history are kept, and you can reinstate them.

On the web

Go to Rota & team, then Staff

  1. Click the person’s name and open the Details tab.
  2. At the foot of the tab, press Offboard followed by their first name.
  3. Pick their Last day and the Reason: Resigned, Dismissed, Redundancy, End of contract, Never started or Other.
  4. Add anything worth keeping under Notes (managers only, optional).
  5. Read Holiday to their last day: the hours Earned, Taken and Untaken by the day you picked. If they have had more than they earned it says Over. People who can see pay also get In last pay, what the untaken hours are worth.
  6. If they hold shifts after that day, a tick box says how many. Leave it ticked to take them off those shifts, or untick it to keep the shifts and reassign them yourself.
  7. Press Offboard. It says Offboarded, with how many shifts were removed or are left to reassign.

On the phone

  1. Open Team, press the person, and tap the pencil beside their name.
  2. Under Status, turn Active off. Nothing changes yet: the sheet turns to Offboard and their name.
  3. Pick the Last day and the Reason, and add anything worth keeping under Notes · managers only.
  4. Read Holiday to their last day, the same figures as on the web. If they hold shifts after that day, a switch says how many: leave it on to take them off those shifts, or turn it off to keep the shifts and reassign them yourself.
  5. Press Offboard. The phone asks once more, saying when the account closes. Press Offboard again. It says Offboarded.Back or Cancel leaves the person as they were.

To offboard several people at once:

  1. Open Team and stay on Roster. Press Select and tick the people, or press and hold on one.
  2. Press Actions, then Offboard.
  3. Pick the Last day and the reason, and leave Take them off shifts after that day on unless you want to reassign the shifts yourself.
  4. Press Offboard.

Offboarding several at once does not show the holiday figures or a notes box. Offboard them one at a time when you need those.

What happens next

  • The person is told that their last day is set.
  • Their record shows a red line: Leaving on, the date and the reason. On the Staff page they are marked Leaving, and the Show menu has Leaving and Left to list people on their way out and people who have gone.
  • If you took them off their later shifts, those shifts are gone from the rota and the gaps need filling. A swap or an offer waiting on one of those shifts ends, and the people involved are told.
  • Swaps that colleagues asked of them for shifts after their last day are ended, and the colleague is told, so the shift can be asked of someone else.
  • At the end of the last day, in the site’s own time, the account closes and they can no longer sign in. If the day you picked has already passed, it closes straight away.

Cancel it, or bring someone back

  1. Open the person’s record on the web. To find someone who has already gone, set Show to Left on the Staff page first.
  2. In the red line at the top, press Cancel offboarding if their last day has not come yet, or Reinstate if it has.
  3. It says Offboarding cancelled or Reinstated. The person is told they are back on the team, and can sign in again.

On the phone, someone who has already gone can be brought back from their edit sheet: turn Active on under Status and press Save changes. Their last day is cleared and they can sign in again.

If it doesn’t work

There is no Offboard button
You cannot edit this person, they are already leaving, or it is your own record. Nobody offboards themselves.
“Couldn’t offboard”, with “Their last day is before their start date.”
The last day is earlier than the start date on their Employment tab. Correct whichever is wrong. For someone who never came in, the reason Never started still needs a last day on or after the start date.
“This is the only Admin — make someone else an Admin first.”
The person is the business’s only Admin. Make another person an Admin before offboarding this one.
On the phone, the Active switch does nothing on your own record
Nobody offboards themselves. Someone else who edits staff has to do it.
“You can’t offboard yourself.”
You ticked yourself in a group. Someone else who edits staff has to offboard you.
An Admin is in the group and was not changed
Only an Admin can offboard an Admin.

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