Note: Only Super Admins/Admins/Team Leads can do this.
You can offboard an employee as soon as you know their last day, and create their offboarding in Charlie, which will automatically calculate their remaining holiday allowance.
When an employee is offboarded, their account is archived rather than completely deleted. They will no longer be an active user and will be unable to log into Charlie after their offboarding date. At this point, they will no longer be counted towards future invoices. However, you are always able to view their profile, and if necessary, reactivate it.
If you wish for an archived profile to be deleted, please reach out to the Charlie support team via live chat or vial email at help@charliehr.com.
To Offboard an employee:
Go to the employee’s profile
Select the settings tab
In the offboarding section, select ‘offboard team member’
Enter the leaving date
Select the reason for this offboarding such as:
Resignation
Termination
Contract Finished
Other
Add any notes
Once you click "Review", Charlie will present you with their new total allowance which will be pro-rated for the duration of their employment in the current leave year.
Note: This pro rated calculation will not include any manual adjustments made to the employees holiday as this is not considered part of their base holiday entitlement.
Things to know:
"New total allowance" will be the allowance this employee is entitled to for the duration of their employment in the current leave year.
"Allowance used" will be the amount of days already used form the "new total allowance"
The remaining holiday this employee will have will be visible in their time tab, but can also be calculated with the following equation -> "new total allowance" - "allowance used" = "remaining allowance" (8.5 - 4 = 4.5)
This confirmation page will confirm the pro-rated holiday and leaving date as well as who is going to be notified.
Super admins, admins, the line manager and any of the team member's team leads can see offboarding information on the team members profile.
The employee will not receive an email or notification they are being offboarded, however they will be able to see the changes on their profile.
Admins and Payroll admins are able to opt out of receiving these notifications on their notification settings page
Check out how to view archived employees, edit their leaving day, or how to reactivate an archived employee
What’s next?
Once you know someone is leaving, use an off-boarding checklist to keep track of necessary tasks.