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Employees - Employee Termination Process (AU, NZ + UK) 2025

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Angella Garcia
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Part 1: Employee profile

Management > Employees

Only a Manager with Payroll and higher access have the ability to terminate an employee.

  1. Click the pencil icon to open the employee profile
  2. Click Employment Status
  3. Click the Terminate Employee button
  4. Enter the Date notice was given
  5. Enter the Termination date and Last day worked
  6. Enter the Notice period provided (days)
  7. Enter the Reason for termination, for example resignation, poor performance, etc.
  8. Enter any additional Notes
  9. Check the Employee resignation box if the employee resigned
  10. Check the Block Re-employable box is set to no by default.  If you do not wish this employee to be re-employed then toggle to Yes to block re-employment. This can be edited if required at a later date using the Update Termination btton.  
  11. Under Unassign shifts:
    • Select Unassign to immediately unassign all shifts after the last day of employment.
    • Select Delete to immediately delete all shifts after the last day of employment.
  12. Upload any relevant Documents such as resignation letters. This will be visible on the documents and notes tab, and will therefore be visible to anyone with manager permissions or higher.
  13. Click Next
  14. Review the details of the employee termination the click Terminate employee.

How to cancel the termination process

  1. For a short period of time, or up to the Termination Date if the termination date is set in the future, the termination status will say Pending Termination.  While the status remains pending, a Cancel Termination button will also be available to revert the profile back to Active.  
  2. Click OK on the popup alert.
  3. Upon clicking the OK button, the termination process will then be canceled.
  4. Once Termination process is complete and the final date of employment has passed, the Cancel Termination button will be hidden.

What happens when the termination is processed

The termination will be processed on the day following the employee's last day of employment. If the termination date is today, the system will process the termination within the next hour.

As part of this process:

  • Leave requests after the last day of employment are deleted
  • Any associated timecards for those leave requests will also be removed.
  • Any timesheets after the last day of employment will be deleted
  • The terminated employee will be unable to clock on
  • Location access for the employee will be changed to "Terminated". They will then only have basic access to employee information, personal details, etc.
  • The employee will not be allowed to submit leave requests
  • The employee will not be allowed to accept shift requests
  • Any pending and approved leave requests will be deleted
  • Historic leave will still be shown but the employee will not be shown on the leave request page.
  • Any associated timecards for those future leave requests will also be deleted.
  • Future timesheets will be deleted.
  • No notifications will be sent to the terminated employee.
  • The terminated employee will be marked as Unrosterable.
  • The manager will not be able to cancel the termination.

The following will also occur, depending on the settings chosen during the termination process:

  • Unassign = no: shifts will remain in the roster with an alert Employee has been terminated
  • Unassign = yes: shifts will be unassigned
  • Delete = no: shifts will remain in the roster with an alert Employee has been terminated
  • Delete = yes: shifts will be permanently deleted from the roster.

Employment Status

Employment status is now part of the employee profile, which is particularly relevant for seasonal workers for example:

The final step in the termination process is to terminate the employee in the pay run.

  1. Create the termination pay run

  2. Click on the name of the employee to be terminated in order to expand their details

  3. From the "Actions" menu for that employee, select the "Terminate Employee" option

 

 

If you have any questions or feedback, please let us know via support@roubler.com

 

 

 

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