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

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

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

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

• 4b: Click Save and Confirm

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

• 6a: Go to HRMS menu → Settings

• 6b: Click Users

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

Step 7: Deactivate the account

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