======================HRMS User Account Deactivation======================

  * 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.
  * To deactivate the user account, follow the steps below :

__   Step 1: **Access the HRMS platform**__
  * 1a: Enter your **Admin User Login** and **password**
  * 1b: Click **Sign In**

{{:spay:hrmsprocguide:login_2.png|}}

__   Step 2: **Identification of the user having the role ESS Supervisor and/or PMS Appraiser to be deactivated**__

  * Note : 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 below
  * 2a: To identify the user having the role ESS Supervisor and/or PMS Appraiser to be deactivated, on the **Home Page**, click the **Employee** menu and then select **Employee List**

{{:spay:hrmsprocguide:employee_list_2a.png|}}

  * 2b: Filter the user to be deactivated in the **Employee Name** column

{{:spay:hrmsprocguide:filter_2b.png|}}

__   Step 3: **Proceed with the employee replacement**__
  * This feature is used when the user to be deactivated needs to be replaced for certain roles
  * 3a: On **Employee List**, Click the **Details** tab, then select **Employee Replacement**. 


{{:spay:hrmsprocguide:details_tab_3a.png|}}

  * 3b: Go to section **ESS/PMS** to choose the replacement user for the different roles.
  * This section displays the different roles which must be assigned to the replacement user. Below is an illustration of each role.
  
{{:spay:hrmsprocguide:roles_definition_2.png|}}

  * 3c: Go to section **New Recruitment Checklist** (if applicable) to choose the replacement user in the **Followed by / Assigned to** field
  * This field is used as a task tracking tool for a new hire or a departing employee
  * **Repeat step 3c** for the other sections (if applicable) : **New Recruitment Checklist Settings**, **Leaver Checklist**, **Leaver Checklist Settings**, **Induction / On-boarding**, **Induction / On-boarding Settings**, **Probation Follow up**, in the column **Followed by / Assigned to**, choose the replacement user.

{{:spay:hrmsprocguide:checklist.png|}}

__   Step 4: **Illustration 4a below shows how to choose the replacement user where applicable with reference to step 3 above**__


{{:spay:hrmsprocguide:user_replacement2.png|}}

  * 4b: Click **Save** and **Confirm**

{{:spay:hrmsprocguide:save_replacement2.png|}}


__   Step 5: **Disable the synchronization between HRMS and PMS**__
  * Note : 
  * (1) 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 below.
  * (2) If the user to be deactivated is only a **PMS Appraiser**, the synchronization between **HRMS** and **PMS** must be disabled
  * 5a: To disable the synchronization between **HRMS** and **PMS**, click the **ESS/PMS block**, then select **PMS**
  * 5b: Click to activate **NO** to disable the synchronization between **HRMS** and **PMS**
  * 5c: Click **Save**

{{:spay:hrmsprocguide:pms.png|}}

__   Step 6: **Identify the user to be deactivated**__

  * 6a: Go to **HRMS menu** → **Settings**

{{:spay:hrmsprocguide:hrms_-_settings.png|}}

  * 6b: Click **Users**

{{:spay:hrmsprocguide:users.png|}}


  * 6c: **Filter** the user to be deactivated in the **Name** column

{{:spay:hrmsprocguide:filter_user_6c.png|}}

 
__   Step 7: **Deactivate the account**__

  * 7a: Click the **Details** tab
  * 7b: Uncheck the **User account is Active** option
  * 7c: Click **SAVE**

{{:spay:hrmsprocguide:deactivate_user.png|}}