Differences

spay:hrmsprocguide:hrms_user_account_deactivation [2025/12/10 10:25] mclement		spay:hrmsprocguide:hrms_user_account_deactivation [2025/12/19 13:55] (current) mclement
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	* The deactivation of a user account must be performed by an **Account Admin**. This action blocks the user’s access while preserving all data and history for audit purposes.		* The deactivation of a user account must be performed by an **Account Admin**. This action blocks the user’s access while preserving all data and history for audit purposes.
-	__  Step 1: **Reset the ESS password**__	+	__  Step 1: **Access the HRMS platform**__
-	* 1a: Enter your **User Login** and **password**	+	* 1a: Enter your **Admin User Login** and **password**
	* 1b: Click **Sign In**		* 1b: Click **Sign In**
-	* 1c: If an incorrect password is entered, an alert message **Invalid login ID or password** will appear
-	* 1d: To reset your password, click **Forgot password?**
-	{{:spay:hrmsprocguide:login_and_invalid_message.png|}}	+	{{:spay:hrmsprocguide:login_2.png|}}
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		+	__  Step 2: **Identify if the user to be deactivated holds the role of ESS Supervisor and/or PMS Appraiser. However, if the user has only access to Payroll, HR, or TA modules or only one of these modules—this step does not apply. In that case, proceed directly to Step 6**__
		+	* 1a: To identify the user which has to be replaced, from the **Home Page**, click the **Employee** menu and then select **Employee List**
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		+	{{:spay:hrmsprocguide:employee_-_employee_list.png|}}
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		+	* 1b: Filter the user to be deactivated in the **Employee Name** column
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		+	__  Step 3: **Proceed with the employee replacement**__
		+	* 1a: Click the **Details** tab, then select **Employee Replacement**
		+	* 1b: This feature is used when the user to be deactivated needs to be replaced for certain roles
		+	* 1c: The screen displays the following roles:
		+	* ESS Supervisor [Display text – The **ESS Supervisor** is responsible for reviewing and approving leave requests, requests, and overtime submitted by their team members via the **ESS portal** or **mobile app**]
		+	* ESS Substitute Supervisor [Display text: The **ESS Substitute Supervisor** has access to the **ESS portal** only for approval purposes]
		+	* ESS Backup Supervisor [Display text: The **ESS Backup Supervisor** approves leave only when the **ESS Supervisor** is on leave or absent in the **ESS portal**]
		+	* PMS Appraiser [Display text: The **PMS Appraiser** is responsible for evaluating the performance of their team members via the **PMS portal**]
		+	* Followed by and Assigned to for the New Recruitment Checklist [Position yourself on the **Followed by and Assigned** to fields of the **New Recruitment Checklist**], **Leaver Checklist**, **Induction/Onboarding Checklist**, and **Probation Follow-up** [Display text: **Followed by and Assigned** to serve as a guide and task tracking tool for a new hire or a departing employee]
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		+	__  Step 4: **Assign the replacement for the necessary roles**__
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		+	* 1a: Select the user who will replace the **ESS Supervisor** and **PMS Appraiser** roles
		+	* 1b: Click **Save** and **Confirm**
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		+	__  Step 5: **Disable the synchronization between HRMS and PMS**__
		+	* 1a: If the user is an **ESS Supervisor**, **ESS Substitute Supervisor**, or **ESS Backup Supervisor**, this step does not apply. In that case, proceed directly to Step 6
		+	* 1b: If the user to be deactivated is only a **PMS Appraiser**, the synchronization between **HRMS** and **PMS** must be disabled
		+	* 1c: To disable the synchronization between **HRMS** and **PMS**, click the **ESS/PMS block**, then select **PMS**
		+	* 1d: Disable the synchronization between **HRMS** and **PMS**
		+	* 1e: Click **Save**
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		+
		+	__  Step 6: **Identify the user to be deactivated**__
		+
		+	* 1a: From the **Home Page**, click the **HRMS menu** → **Settings** → **Users**
		+	* 1b: Filter the user to be deactivated in the **Name** column
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		+	__  Step 7: **Deactivate the account**__
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		+	* 1a: Click the **Details** tab
		+	* 1b: Uncheck the User account **is Active** option
		+	* 1c: Click **SAVE**
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		+