# When someone leaves

> Record that someone has left, turn off their access and hand on what they looked after, by hand or from your HR system or identity provider.

Audience: HR administrators and workspace administrators

Kind: How-to guide

Canonical: https://shuffl.ai/docs/when-someone-leaves

<a id="ended-or-suspended"></a>
## Employment ended, suspended or on leave

Everyone in People has two settings under Employment and access. Employment records the facts: Not recorded, Employed, On leave or Employment ended. Employee access decides whether they can use this workspace: Enabled or Suspended.

When someone leaves, set Employment ended. It suspends their access in the same save and takes them out of the directory, org chart, headcount, celebrations, praise and badges.

Suspending access alone keeps them counted as employed, so use it for a pause. On leave changes neither.

<a id="end-employment"></a>
## Record that someone has left

1. Open People and choose the person to open their Person details sheet.

2. Expand Employment and access and set Employment to Employment ended. Employee access changes to Suspended.

3. Under Reason for change, say why in a few words, such as their last day.

4. Choose Save access. The sheet shows No enabled seat, and Recent activity records Access suspended.

You can’t change your own access; another administrator does it. To find everyone who has left, open Filters on People and choose App access: Suspended.

If someone comes back, set Employment to Employed and Employee access to Enabled, with a reason. Restore a deactivated Slack account first, and with SCIM, their assignment in your identity provider.

- [Open People](https://shuffl.ai/app/people)

<a id="what-stops"></a>
## What stops at once

Suspending blocks the person from this workspace on the web, with Mello in Slack and through the API. If they open it, they see Your workspace access is suspended. Nothing they made is deleted.

In the same save, Shuffl cancels Mello answers and Connections introductions waiting to reach them, and revokes the workspace API keys they created. A revoked key stays revoked if their access comes back.

A new hire is removed from their onboarding program and its unsent messages are cancelled. If they were someone’s buddy, that hire loses them: open the program, choose Choose a buddy on the hire’s row, then Review and approve messages.

New Pulse questions and Connections rounds leave them out. Pulse answers they already gave can’t be traced to them and stay in the totals until deleted, 90 days after each question closes.

<a id="once-ended"></a>
## What Employment ended changes

Coworkers can no longer open their profile, and they leave the org chart; their reports show without a manager until you set one. People Insights counts them under Marked as left.

Celebrations stops for them: no birthday or anniversary messages or cards, and no asks to sign cards for others.

They can’t be given praise or earn new badges. Praise and badges from before stay.

<a id="hand-over"></a>
## Hand on what they looked after

1. Reporting lines: open People, then Org chart, and choose Set managers to give their reports a new manager.

2. With Sync, the next update from your HR system does this once it shows the new manager.

3. Roles: a suspended HR responder or Knowledge verifier reads Inactive and gets no new requests.

4. Turn the role off under Roles on their sheet; if they are the only HR responder, make someone else one first.

5. HR requests they owned wait for HR to take over. Another responder opens each from the Inbox and chooses Take ownership.

6. In Request settings, give each category they owned a new owner, and tick someone else on categories only named people can open.

7. Requests they sent as an employee stay with HR, but replies no longer reach them. The responder who owns one can choose Mark resolved.

8. Communities: Shuffl doesn’t remove them. An owner or moderator chooses Manage (See all for a moderator) under Members, then Remove beside their name.

9. Make someone else owner first if they were the only one. The Slack channel is left alone.

Suspending them doesn’t unpublish any Knowledge. Reviews that come due show in the Inbox for every Knowledge verifier and administrator.

- [Open the org chart](https://shuffl.ai/app/people?view=org)

- [Open Request settings](https://shuffl.ai/app/requests/settings)

- [Own and answer a request](https://shuffl.ai/docs/hr-requests#follow-up)

- [Hand over as a responder](https://shuffl.ai/docs/answer-hr-requests#hand-over)

<a id="company"></a>
## Remove them from the company

1. Open Settings → Company → Members, open the actions menu on their row and choose Remove from company.

2. Confirm Remove company member?. They lose access to every workspace in the company, with employee access suspended in each. Their contributions remain.

3. Administrators can remove members; only owners can remove administrators or other owners. Nobody can remove themselves here, or the last owner.

Suspending works in one workspace. Their company membership stays, and so does a company owner or administrator role, which keeps Company settings open to them until you remove them from the company.

Removing someone doesn’t record that their employment ended, so set Employment ended in each workspace as well.

A company API key acts as the person who created it, so their keys show Paused while they aren’t a company owner or administrator. To end them for good, choose Revoke key on each in Settings → API keys and webhooks → Company keys.

- [Open Company members](https://shuffl.ai/app/settings/company/members)

- [Open Company API keys](https://shuffl.ai/app/settings/company/api-keys)

- [Remove members with a company key](https://shuffl.ai/docs/api-permissions#company-keys)

<a id="automatic"></a>
## When your HR system or identity provider says they left

With Sync, when an HR system reports someone as terminated or inactive, or their last day has passed, Shuffl sets Employment ended and suspends their access. The reason names the provider.

A suspended or turned-off directory account has access suspended and employment left as it was.

Someone a source stops listing is left as they are. Sync never turns access back on.

With SCIM provisioning, deactivating or unassigning someone in your identity provider suspends their access at once without ending employment. Assigning them again restores access unless someone changed it by hand or their employment ended.

Deactivating someone’s Slack account suspends their access too, and it can’t be enabled again until the Slack account is restored.

However access is suspended, the same things stop. Handing on roles, requests and communities is still yours.

- [Sync People from your HR system](https://shuffl.ai/docs/people#sync)

- [Provision people from your directory](https://shuffl.ai/docs/employee-access#provisioning)

- [Starters and leavers in Sync](https://shuffl.ai/docs/people-sync#starters-and-leavers)

<a id="erasure"></a>
## Deleting their data

People has no action that deletes a person. Their record and history stay after they leave. To erase someone’s personal data, follow the privacy guide.

- [Privacy and data](https://shuffl.ai/docs/privacy-and-data)

## Related guides

- [People and the org chart](https://shuffl.ai/docs/people)

- [Invite and enable employees](https://shuffl.ai/docs/employee-access)

- [Companies and workspaces](https://shuffl.ai/docs/companies-and-workspaces)

- [Share a request with HR](https://shuffl.ai/docs/hr-requests)

- [Privacy and your data](https://shuffl.ai/docs/privacy-and-data)

- [Answer HR requests as a responder](https://shuffl.ai/docs/answer-hr-requests)

- [Sync People from your HR system](https://shuffl.ai/docs/people-sync)

Agent documentation index: https://shuffl.ai/llms.txt