In HRSimplified, you can delete or disable employee records for various reasons, such as accidental creation, resignation, retirement, or termination. This guide explains the difference between deleting and disabling an employee and provides step-by-step instructions for both actions.

---

Understanding the Difference: Deleting vs. Disabling an Employee #

• Deleting an Employee: Permanently removes the employee’s data from the system. This action is typically reserved for employees added by mistake or for records that are no longer needed.
• Disabling an Employee: Marks the employee as inactive, preserving their record in the system. Use this option when an employee resigns, retires, or is terminated. Disabling an employee ensures that historical data, like performance reviews and attendance, remains accessible for reporting purposes.

---

Steps to Delete an Employee #

1. Navigate to the All Employees Page:
   • Go to HR Administration > All Employees.
2. Locate the Employee Profile:
   • Search for the employee you want to delete using the search bar or by scrolling through the employee list.
3. Open the Actions Menu:
   • Next to the employee’s name, click on the Actions button and select Delete from the dropdown menu.
4. Complete Termination Details:
   • A Delete Employee modal will open, requiring you to select an Employment Equity Termination Reason (e.g., Resignation, Retirement, or Dismissal).
   • You can also enter other termination details, such as UIF Employment Status, SDL Exempt Status, and UID Exempt Reason, if applicable.
5. Save Changes:
   • After completing the details, click Save to confirm the deletion. This will permanently remove the employee record from the system.

---

Steps to Disable an Employee #

1. Navigate to the All Employees Page:
   • Go to HR Administration > All Employees.
2. Locate the Employee Profile:
   • Search for the employee you wish to disable using the search bar or by scrolling through the list.
3. Open the Actions Menu:
   • Next to the employee’s name, click on the Actions button and select Deactivate from the dropdown menu.
4. Confirm Deactivation:
   • The employee’s profile will be marked as inactive, meaning they can no longer access the system, but their data remains intact for future reference.

---

When to Use Delete vs. Disable #

• Delete: Use this option only when you’re sure the employee record is no longer needed (e.g., an accidental addition). Note that deleting an employee removes all associated data, so use this option cautiously.
• Disable: This is the recommended option for employees who are leaving the company but whose records are important for historical or compliance purposes. Disabling keeps their data secure and accessible for reporting and auditing.

---

Best Practices #

• Regularly Review Employee Status: Periodically check your employee list to ensure inactive employees are correctly marked as disabled.
• Double-Check Before Deleting: Since deletion is permanent, double-check the employee’s details before confirming.
• Use Disable for Compliance: Retaining historical employee records through the disable option helps meet data retention and compliance requirements.