Disclaimer: The employee can only be reported as 'left service' if they have been blocked and the schedule has an end date.

To block access to Simplicate, go to the 'User' tab. When you check 'Blocked', access to Simplicate will be immediately blocked for this employee from that moment on.

After blocking the user, a pop-up will ask if you want to adjust the subscription. If you choose 'Yes', the number of licenses will be reduced by 1. If you choose 'No', the user will be blocked, but the number of licenses will remain the same.

Licenses are not directly linked to users. For example, you may want to create a new user immediately after blocking a user.

When the employee has left service, you will want them to no longer appear in the Hours module. Therefore, enter the end date of the period that the employee was employed in the schedule, so that after that date, the employee no longer appears in the calendar.

If the end date of the schedule has not been entered or lies in the future, the employee will still be shown in, among other things, the hour reporting.

The next step is to deactivate the employee in question. With this adjustment, the employee will no longer be selectable in all drop-down menus within Simplicate. To do this, go to HRM > Employee and then the 'Employee' tab. Adjust the status to 'Left service':

Please note: This status can only be adjusted if the linked user has been blocked and an end date has been entered in the active schedule.

If you still want to adjust the number of licenses for your subscription invoice, you need to do this in your subscription. To do this, go to Settings > Subscription.

Active users are users who have access to Simplicate. The number of users (in the white box) cannot be lower than the number of active users. The number of users (in the white box) is also the number of users that will be invoiced.

If you have reported an employee as leaving and blocked them, and you want to create a new employee for this, you do not need to do anything with your license numbers. In all other cases, you can reduce the number of users yourself, which will lead to an adjustment of your next subscription invoice.

Often, a departure at the beginning of the year is not yet foreseen. In that case, leave balance has probably been granted for the entire year. Settle this proportionally in Simplicate and the payroll administration. You will be able to manually implement the change in Simplicate if you have the rights to process leave mutations. See this article for more information about leave balance.

It is important to thoroughly check whether the employee may still be linked to one or more workflows. If there is a workflow step that is still linked to a blocked user, that step will indeed be started, but the relevant step will remain unanswered. Therefore, it is advisable to carefully check the steps of various workflows for the names of the blocked users. This prevents an open workflow from falling between the cracks.

The best way to do this is to navigate to 'All workflows my company' and then filter on the right for the employee you are reporting as leaving. In the example below, this is Andre. You can then transfer the workflow to another employee so that they can continue the workflow.

It is possible that there are still open sales or active projects linked to this user. In many cases, you will want to transfer this, especially for ongoing matters. Via collective modification, you can quickly adjust the sales and projects.

By following the steps described above, the employee's history will be preserved. From that moment on, they will no longer have access to Simplicate, and the employee will also no longer be selectable in the drop-down menus within Simplicate. The existing history also ensures that this employee cannot be completely deleted as a user.