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How to off-board a worker

Off-board a worker who is leaving your agency, check for anything still booked, and see exactly what happens to their profile and app access.

When a worker leaves your agency, off-boarding them keeps your records accurate and stops them being booked by mistake. A worker who moves on is Off-boarded. They are not suspended, which is kept for compliance or conduct concerns, so leaving never looks like the worker did something wrong.

Off-boarded replaces Resigned, so there is now one word for a worker who has left. The worker's NI number and email address stay exactly as they are, which means bringing them back later is simple.

 

Before you begin

  • Know the worker's last day. If they are working a notice period, this is the date you will off-board them from.
  • Have a reason ready. You will be asked why the worker is leaving.
  • Be ready to deal with anything still booked. The off-board window shows any job allocations, leave requests and timesheets scheduled from the off-boarding date.

 

Opening the off-board window

  1. Select Employees from the left-hand menu.
  2. Open the worker's profile.
  3. Open the ⋯ menu on the profile and select the option to off-board the worker. The Off-board Worker window opens.

Step 1: Details

  1. Choose a Reason. This is required.
  2. Add a Description if it helps explain the decision later. This is optional.
  3. Set the Off-board From date. This is required.
  4. Check the panel on the right, which shows conflicts scheduled from that date: job allocations, leave requests and timesheets.
  5. Select Continue.

Tip: If the worker is working their notice, set Off-board From to a future date. The off-board then happens automatically on that day.

Step 2: Conflicts Review

Review anything still scheduled for the worker from the off-boarding date. Resolve these before you continue, for example by removing the worker from job allocations that fall after their last day and approving outstanding timesheets so they are paid for the work they have done.

Step 3: Confirmation

  1. Read the Summary of actions. It confirms that:
    • the worker's status will be updated to off-boarded
    • the worker's mobile app access for your agency will be removed
    • the worker's NI number and email stay the same
  2. Select Confirm off-board, or Go back to change anything.

You will see Worker off-boarded successfully.

 

What happens once a worker is off-boarded

  • Their status changes to Off-boarded.
  • They can no longer be booked for your agency's jobs.
  • Your agency disappears from their mobile app. If they work with other agencies, they keep their login and can still see those agencies.
  • Their NI number and email address do not change.

 

If the worker comes back

Open their profile, open the ⋯ menu and select Activate Worker, as you would today. Nothing needs fixing, because their details were never changed.

 

Workers approved by CareHires

If CareHires has approved the worker's profile and they need to be off-boarded, contact our Support Team. Our team will off-board the profile once we have consent from the worker or from your agency, and you will receive an email when it is done.

 

If something looks wrong

  • You cannot continue past Conflicts Review. The worker still has job allocations, leave requests or timesheets from the off-boarding date. Resolve these first.
  • The worker is still showing as active after you set a future date. That is expected. The off-board happens automatically on the date you chose.
  • You received an email saying CareHires off-boarded one of your workers. This happens when the worker or your agency has asked us to close the profile. Contact our Support Team if you were not expecting it.
  • Anything else. Contact our Support Team with the worker's name and what you were trying to do.