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Set a Leaver, Undo a Leaver or Restart a Leaver in Alkimii

Use this guide to set an employee as a leaver, undo a leaver, or restart a leaver profile in Alkimii.

In this article we will cover:

 

 

Setting an Employee as a Leaver 

    1. Navigate to the employee's profile and click the 3 vertical dots in the top right corner of the profile card.
    2. From the dropdown menu, select Leaver, then choose Set as Leaver from the options that appear.
    3. A modal will open showing the employee's name. Complete the following fields:
      • End date – Enter the date the employee's access should end. This is typically set within the current payroll period.
      • Leaving reason – Select a reason from the dropdown. These options have been configured in your app settings by your HR Team.
      • Employee leaving reason – This field will show as blank unless the employee was set up with a proposed leaving date. 
      		 Set as a Leaver

       
      • Planned or Unplanned – Select whether this departure was planned or unplanned.
      • Reassign reporting to – If this employee has team members who report directly to them, select who those reports should be reassigned to.
      • Reassign additional reporting to – If there are additional reporting relationships, reassign those here too.

      ⚠️ Please note: You will need to sign off all days up to the leaver's end date before you are able to save and set this employee as a leaver.

    4. Click Save. The employee will no longer have access to the system from the End date you selected.

    Planning a more formal offboarding process? If you're managing a planned departure, Alkimii's Offboarding feature allows you to build a tailored exit pack for the employee. This can include their resignation letter, exit interview, leaver reason, and more, all stored directly within their profile. This is covered in our Offboarding article.

     

     

    Undo a Leaver

    ⚠️ Please note: Undoing a leaver is access dependent. If you believe you should have access to complete this step but are unable to do so, please contact our customer success team. Otherwise, this process should be completed by the relevant person in your HR team.

    1. Use the Leavered filter in the staff profile list to locate the employee's profile.
    2. Click the 3 vertical dots in the top right of the profile card, select Leaver, then choose Undo Leaver.
    3. A confirmation prompt will appear, confirm that you're happy to undo the leaver.
    4. The profile will be restored and ready to use as normal.

    undo leaver

    ⚠️ Please note: Undoing a leaver can only be completed within 1 week of setting them as a leaver, and within an open payroll week.

     

     

    Restart a Leaver 

    Use this option when an employee is returning to the business on a new contract.

    1. Use the Leavered filter in the staff profile list to locate the employee's profile.
    2. Click the 3 vertical dots on the profile card, select Leaver, then choose Restart Leaver.
    3. A confirmation prompt will appear, confirm that you're happy to restart this employee on a new contract. This will generate a new profile, carrying over all their previous information.
    4. Once restarted, the Leaver Information section on the profile summary will update to show: "This user was restarted."

    After restarting, the employee's access will be set to No Access by default. To enable it:

    1. Click the 3 vertical dots on the profile card and select Allow Access.
    2. Confirm that you're happy for this employee to access Alkimii using their previous role and permission level.

    If you need to refer back to the employee's previous leavered profile:

    1. Click the 3 vertical dots on the profile card, click Manage and select All Contracts.
    2. This will display the full contract history for that employee.
    3. Click the eye icon in the Actions column to view the previous profile.

    Once the employee has been restarted, you can update any personal or employment details as needed, including:

    • Job title
    • Department
    • Pay rate
    • Contract type
    • Contact details

    Biometric Badge (Clocking In/Out)

    ⚠️ Important: After restarting an employee, their biometric badge for clocking in and out will need to be refreshed by the Alkimii team. Please get in touch to arrange this:

    Reinviting the Employee to the App

    Once the profile is active, you'll need to reinvite the employee to MyAlkimii:

    1. Go to MyAlkimii Invitations and send the employee a new invitation.

    📖 Not sure how to do this? See our article: Invite/Reinvite Employees to the App

     

    Sending a New Contract

    After restarting the employee and sending their invitation, you can issue a new contract through HR Automation.

    📖 Not sure how to send a pack? See our article: How to Send a Pack to an Employee in HR Automation