Sage People provides several tools for managing the offboarding process for Team Members leaving your organization. This lets you 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. This is available as standard in orgs 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 that trigger 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 you base 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. It can also deactivate User records, and clear the Manager field in the Team Member record. Deactivating a User record releases the Salesforce Platform User license to use for 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 you set an End Date to a Team Member's Employment Record, the Team Member's absence balances recalculate. They use 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 and select the Employment Record link. Then go to the Absences Related list and select Accrual Log. The Year End Totals for each absence type provide the information you need for calculating payments. This can be for vacation time they accrued but didn't take, if applicable.
We typically add two standard picklists in Sage People implementations for recording the leaver category and the reason for leaving. You'll typically use these picklists in the HR Request Type and on the Terminate page.
The values available for Reason for Leaving depend on the value you select for the 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.
Add a reason to the Reason for Leaving picklist
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Go to Setup, select Object Manager, then select 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 you select the Active checkbox.
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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. Do this to assign the picklist values you added 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 that trigger from the approaching employment end date. Do this 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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Have you already sent a notification to the facilities team to cancel the team member's access to the building?
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Have you already sent a notification to payroll?
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Have you already sent a notification 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. You can also reactivate the employment record and remove the last working dates, or reactivate the user record.