Offboard and rehire

This page contains two related but separate journeys: offboarding and rehire. Offboarding ends when the profile is no longer employed and every real hand-off has an owner. Rehire starts from that same profile and opens a new employment chapter while preserving the previous one.

Primary owner: HR.

Contributors: the approver, line manager, access owner, payroll, insurance, and other hand-off owners.

Do not use termination for long leave

Maternity leave, long-term sickness, or another absence with an expected return uses the long-leave lifecycle event. Use Employment termination only when the employment relationship is genuinely ending.

Offboarding sequence

Stage	Result to confirm
Submit	Employment termination is waiting for approval
Apply	Employee moves into Offboarding on the effective date
Hand over	Offboarding checklist reflects real progress
Settle	Attendance, final payroll, assets, access, and legal records are resolved
Complete	After the last working day, the profile becomes No longer employed

1. Prepare the termination

Agree and verify at least:

• termination reason;
• effective date for starting offboarding;
• Last working day;
• work and asset hand-off owners;
• final attendance period, payroll run, and amounts to reconcile;
• accounts and access to remove;
• insurance, tax, and legal documents to complete.

The last working day controls final lifecycle completion. Even when the form can leave it empty, the standard process records and verifies it before submission.

2. Create the Employment termination event

Open HR → Lifecycle and select the employee.

1. On the board, move the employee card to Offboarding, or open the detail panel and choose Change stage.
2. Select Employment termination.
3. Choose the Effective date for entering offboarding.
4. Enter the Termination reason.
5. Select the Last working day.
6. Complete any other required information.
7. Review the approval notice, then choose Submit for approval.

Result to confirm: the event appears on the lifecycle timeline with Pending approval.

The two dates have different purposes

The Effective date starts offboarding. The Last working day determines when Rifena can complete the transition to no longer employed. Do not use one in place of the other when the employment decision distinguishes them.

3. Approve or reject

The current approver opens HR → Approvals.

1. Confirm the employee, reason, effective date, and last working day.
2. Reconcile them with the agreed employment decision.
3. Choose Approve if correct.
4. Otherwise choose Reject and identify the field to correct.
5. Return to Lifecycle and confirm the event state.

A future event remains Approved - awaiting effective date. The employee moves to Offboarding only when the event is applied.

4. Track the Offboarding checklist

While the employee is in offboarding, select the card and open Offboarding checklist.

Typical items include asset return, access removal, work hand-off, exit interview, final payroll, and insurance closure. The organisation may add its own tasks.

For each item:

1. Open its state control.
2. Choose Pending, In progress, Completed, or Skipped.
3. Choose Completed only when the real result can be verified.
4. Record the business basis if an item is Skipped.
5. Review the completed count.

The checklist tracks work; it does not perform the work. Marking final payroll complete does not create or pay a payroll run. Marking access removal complete does not disable an account in another system.

5. Close attendance and final payroll

Before the last working day:

1. Review attendance up to the employee’s final working time.
2. Resolve pending leave, overtime, and attendance corrections.
3. Reconcile advances, reimbursements, deductions, and amounts due.
4. Close attendance through Run monthly attendance.
5. Create and complete final payroll through Run monthly payroll.
6. Review the employee’s final payslip.

Do not assume unused leave or an outstanding amount will automatically be added or deducted. Include it only when policy and verified source data support it.

6. Remove access and confirm completion

The access owner should:

1. Review direct, group, and position-based role assignments.
2. Remove temporary, administrative, and external-system access according to the hand-off plan.
3. Confirm shared data and accounts have a new accountable owner.
4. After the last working day, confirm Lifecycle shows the employee as No longer employed.
5. Verify the former employee cannot access areas no longer permitted.

Rifena creates the lifecycle completion when the last working day has arrived and the lifecycle conditions are valid. Users do not manually drag the card from Offboarding to No longer employed.

If the last working day has passed without the state change, confirm the termination event is Applied and contains the correct last working day. Record both dates and the visible state before escalating.

Rehire a former employee

Start only when the former employee is No longer employed. Do not use Add employee to create a duplicate profile.

1. Prepare the new employment chapter

Confirm the new start date, new position, new contract, primary department, shift, insurance, and access that should apply. A selectable contract must belong to this employee and organisation; use its name and effective date, not an internal identifier.

2. Create the Rehire event

1. Open HR → Lifecycle.
2. Use filters or display options to include former employees.
3. Select the employee and choose Change stage.
4. Select Rehire.
5. Choose the Effective date, which is the new start date.
6. Select New position and New contract when prepared.
7. Enter Rehire notes and the required business reason.
8. Choose Submit for approval.

An approved future event remains Approved - awaiting effective date. When it becomes Applied, the employee returns to active employment.

If the approver is told that the selected rehire contract is no longer active or linked to the employee, the request was not approved. The requester opens the pending item in Approvals, selects Cancel request, confirms an active contract on the profile, and creates a fresh rehire request. Do not approve or resubmit the stale request after its source contract has changed.

3. Complete the rehire hand-off

1. Open the same profile and confirm both the previous employment chapter and the rehire event remain on the timeline.
2. Confirm the new contract and position.
3. Create a Transfer event if the primary department must change; the rehire form does not select a new department.
4. Regrant only the roles and data access required now.
5. Review the account and use the activation or recovery action shown; do not assume the former account becomes active automatically.
6. Assign the shift, review insurance, and create new onboarding tasks where needed.

Rehire keeps the existing employee profile and history. It opens a new employment chapter; it does not restore every setting from the previous one.

Offboarding is complete when

• Termination has the intended effective date and last working day
• Offboarding checklist reflects real progress
• Attendance and final payroll reconciled
• Assets, access, insurance, and legal records have accountable owners
• Lifecycle shows No longer employed

Rehire is complete when

• Rehire event shows Applied
• Earlier history remains available
• New contract, position, and primary department are correct
• No stale rehire request remains pending with an inactive contract
• Account, access, insurance, and shift have been verified
• Returning employee sees only the intended self-service areas

Related guides

• Career and job changes
• Run monthly attendance
• Run monthly payroll
• Advances, reimbursements, and budgets
• Access and account security
• HR event reference
• Support for profile or employment-state problems