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.

Step 1: Access the HRMS platform

• 1a: Enter your Admin User Login and password
• 1b: Click Sign In

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
• 1b: Filter the user to be deactivated in the Employee Name column

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]

Step 4: Assign the replacement for the necessary roles

• 1a: Select the user who will replace the ESS Supervisor and PMS Appraiser roles
• 1b: Click Save and Confirm

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

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

Step 7: Deactivate the account

• 1a: Click the Details tab
• 1b: Uncheck the User account is Active option
• 1c: Click SAVE