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Making an employee inactive and reactivating them

This guide covers how to deactivate and reactivate employees. e.g. if a person has previously left employment and subsequently made inactive, and later returns for new employment

Contents

Overview

Step-by-step instructions

How to make an employee inactive

How to reactivate a returning employee

Support options

Overview

At MyHR, we’re here to support your active team members. Whenever someone moves on from the organisation, just update their status to inactive in the system—nice and simple!

You can still find inactive employee profiles in the Inactive Department, though these are read-only. That means you won’t be able to add new files or receive HR support.

Need to bring someone back on board or add a file for a past employee? No worries! You can easily reactivate an employee profile when needed, whether they’re returning for a new chapter or you just want to update their records. This makes sure they’re once again eligible for HR support and included in your team headcount.

Step-by-step instructions

How to make an employee inactive

Once an employee has finished up employment, it is important to deactivate them in MyHR.

Don't worry, their profile isn't lost - it is just moved to an inactive folder. You can still access their profile, they just aren't considered 'active' for HR support from our team.

Making an employee inactive also deactivates their self service access.

  1. Go to your employees profile under People
  2. Search and select the employee
  3. On the three dots '...' next to their name + Remove person. 
  4. Confirm Remove.

How to reactivate a returning employee

There are two scenarios where you might want to reactive an employee:

  • You want to temporarily reactivate them so that you can add files or notes to their profile.
  • They are returning to your workplace and you would like to reinstate their existing account (an email address can only be used once within a MyHR account)

Note - if you are reactivating a previous profile, all previous documentation remains on the person's profile and in their Documents space. If there are any unsigned employment agreements/contracts, these will also be visible. If you wish to use the same profile, please make a sense check of the Documents space.

Alternatively you can choose to set up a new profile. As the email address is used as an identifier for log in purposes, an email address can only be used once within a MyHR account. To 'free up' a person's email address, you can reactive their previous profile, edit their email address to a dummy email and then make them inactive again. This will allow you to set up a new profile (via Add Person) with the original email address.

To reactivate a profile:

  1. Go to your employees profile under People
  2. Select the Inactive department
  3. Select  the employee from the list or search and select
  4. Click on the three dots '...' next to their name + Activate person

 

Support options

If you need more help, our HR and systems support teams are always here for you!

If you have questions, message the MyHR team via the Ask Us chat feature or call us on:
NZ - 0800 69 47 69 (0800 MY HR NZ) or +64 9 887 3345
AU - 02 7908 2240
CA - 1 855 694 7224