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

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

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.

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.

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.

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

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

Step 6: Identify the user to be deactivated

Step 7: Deactivate the account