Sage People as typically implemented provides a number of tools for managing the offboarding process for Team Members leaving your organization so you can gather relevant information, deactivate user records, and clear the Manager field on the Team Member record. You can customize the processes to suit your needs.
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For resignations and terminations
Managers can record resignations and other leavers with the standard HR Request Type Termination/Leaver, available as standard in orgs created after April 2022. You can modify this request type or create a new request type to meet the needs of your org.
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For collecting information about the Team Member's reasons for leaving
An Exit Form is part of typical Sage People implementations.
You can use an Action Event to send an email to the Team Member before their Employment End Date to complete the form.
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You can modify the form or use a different form: setting up a form definition
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You can modify the email template or use a different email template: setting up email templates
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You can use Action Events triggered from the Employment Record fields End, Contract End Date, Last Working Day, and End Date. More on setting up Action Events.
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For updating Team Member records automatically
Batch processes:
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Handle Leavers daily batch updates Team Member records based on Employment Record dates (End Date or Last Working Date) in the past.
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The batch can set the Employment Status to identify Team Members as having left, deactivate User records, and clear the Manager field in the Team Member record. Deactivating a User record releases the Salesforce Platform User license to be reassigned to an active user.
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For more information see HCM Configure page settings.
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For updating Team Member records in the HR Manager portal: the Terminate page.
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Reporting on leavers:
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HR Admin Reports: Leavers Next 30 Days
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When an End Date has been set to Team Member's Employment Record, the Team Member's absence balances recalculate using the End Date as the end of the current accrual year. You can check the balances from the Accrual Log. Go to the Team Member record, select the Employment Record link, go to the Absences Related list and select Accrual Log. The Year End Totals for each absence type provide the information needed for calculating payments for vacation time accrued but not taken, if applicable.
Two standard picklists are typically added in Sage People implementations for recording the leaver category and the reason for leaving. These picklists are typically used in the HR Request Type and on the Terminate page.
The values available for Reason for Leaving depend on the value selected for Leaver Category.
By default the following values are available:
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Leaver Category:
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Involuntary
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Voluntary
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Reason for Leaving
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If Leaver Category selection is Involuntary:
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Fixed Term Contract End
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Retirement
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Redundancy
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Dismissal
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Other Inv
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If Leaver Category selection is Voluntary:
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Career Progression
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Salary
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Benefits
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Personal
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Issues with Manager
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Issues with Role
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Other Work Issues
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Regrettable
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Other Vol
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If you add a reason to the Reason for Leaving picklist, you also need to update the dependency between Reason for Leaving and Leaver Category. To add a reason to the Reason for Leaving picklist:
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Go to Setup > Object Manager > Employment Record.
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Select Fields & Relationships and select Reason For Leaving.
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In the Values section, select New.
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Add the new Reasons For Leaving values (one per line). Ensure the Active checkbox is selected.
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Select Save.
After adding values, you need to update the field dependency.
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On the Custom Field Definition Detail page for the Reason for Leaving picklist, go to the Picklist Options section.
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Select Change next to Controlling Field.
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On the Edit Field Dependency page, use Include Values and Exclude Values buttons to assign the added picklist values to the leaver categories.
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Select Save.
Cancel a termination
Sometimes when a team member has handed in their notice, they change their minds and decide to stay. To cancel the termination:
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Clear the employment end date and last working date from the Employment Record. Automated processes for leavers use these dates to take action.
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If you have a Reason for Leaving field, clear the value.
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Review any Flows or other automations in your org which trigger from the approaching employment end date to understand if you need to make other changes to the team member, employment, or other records, or to retract notifications to other departments. For example:
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Has a notification already been sent to facilities team to cancel the team member's access to the building?
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Has a notification already been sent to payroll?
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Has a notification already been sent to IT to recover the team member's equipment or remove their access to systems and applications?
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If you need to cancel a termination after the last working date or employment end date, review the information in the Rehiring section.