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Terminating and Rehiring an Employee

If an employee leaves the firm, and will not have any further access to PensionPro, users will need to change security settings in the system to remove the employee's access both to PensionPro and PlanSponsorLink.com. This article describes the process to terminate and rehire employees in PensionPro.

Tier Availability: All Product Tiers

Security Rights Required: Add/Edit Employee, Add/Edit Contact

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Employees cannot be completely removed from PensionPro.

Before users mark an employee as terminated in PensionPro, they will need to reassign any active Tasks and Employee Plan Role assignments to other employees.  Reassignment can be accomplished through either:

  • The Management Dashboard
  • The Project/Task Assignments Power Tool

For assistance with the Management Dashboard, view the Using the Management Dashboard Article.

For assistance with the Task Assignments Power Tool, view the Using Power Tools Article.

Prior to terminating an employee in PensionPro, any Proposals assigned to the employee should also be reassigned to another employee. After reassigning any assigned Proposals, users should remove the employee's Security Rights and Help Center access. After removing Security Right and Help Center access, users may remove the Active status to reflect that the employee is no longer active. 

 

Remove Security Rights or Security Roles

Users may wish to remove any security rights prior to terminating an employee. To do so, users should click on the Security Rights tab on the employee's Employee Details screen and complete the following:

Remove Security Rights

  1. Click the Edit button to the right of the Security Rights grid.
  2. Click the Delete button located to the right of every Security Right to remove them.
  3. Click Save.

Remove Security Roles

Tier Availability: Business

Users with Security Role Management can remove Security Roles from employees.

  1. Click the Edit button to the right of the Security Rights grid.
  2. Select "(none)" from the Security Role dropdown menu.
  3. Click the Delete button located to the right of every Security Right to remove them.
  4. Click Save.

 

Removing Active Status for Terminated Employee’s Contact Record

The contact record may be updated to reflect that the user is no longer active. This can be done from the Home tab of the Employee Details screen.

Update the Contact Record

  1. Click the blue linked name of the Contact under General Employee Information.
  2. Click the Edit button to the right of the Contact Details General Information Screen.
  3. When the Edit General Information slider appears, uncheck the Active checkbox.
    • Please Note: deactivating an employee's contact record will also deactivate the employee record found on Employee Details if it wasn't deactivated prior.
    • Inactive Contacts can still log into PlanSponsorLink. To remove the employee's access to PlanSponsorLink, remove their email address from the Contact Details screen.
  4. Click Save.

 

Removing Helpdesk Access for an Employee

If the Helpdesk access for a terminated employee should be suspended, please open a ticket and notify our Support team. Provide the name and email address of the employee and our Support team will suspend the user's access to the Helpdesk.

 

Terminating an Employee 

After reassigning all Active Tasks, Employee Plan Role Assignments and Proposals, as well as removing any Security Rights, the employee can be terminated in PensionPro. 

  1. Click on the Company Directory on the left-hand side, a slider will open.
  2. Double-click on the employee’s name to display their employee details.
    • Please note: Users will need to have the security right, “Add/edit employee” in order to access this data.
  3. Click the Edit button on the General Employee Information tab.
  4. Uncheck the Active checkbox.
  5. Uncheck the Show On PSL checkbox.
  6. Enter the Date of Termination in the “DOT” text box.
  7. Click Save.

Unchecking the Active checkbox will automatically deactivate their password so that they can no longer log in to PensionPro.

 

Re-Activating a Terminated Employee

If a previously terminated employee is not found in the Search tab, they may be inactive. In order to reactivate an employee’s data in the system, do the following:

Re-Activating the Active Status for Terminated Employees

After an employee is terminated from the use of the system, the contact record may be updated to reflect that the user is once again active. To update the Contact Record:

  1. Click on the Search Tab.
  2. On the Contacts column, click the Settings (gear) button.
  3. Click the “Include Inactive Contacts” box.
  4. In the Search Box, enter the name of the Employee. Click Enter.
  5. Double-click the Employee's name in the Contact results.
  6. Click the Edit button to the right of the General Information grid.
  7. Place a check in the Active Checkbox.
  8. Click Save.
  9. Click on the Employee's name link next to the Employee field.
  10. Click on the Edit button to the right of the General Employee Information grid. A slider will appear.
  11. Check the Active Box.
  12. Edit the Date of Hire (if appropriate) in the “DOH” text field box.
  13. Remove the Date of Termination in the “DOT” text field box.
  14. Click Save.
  15. Click on the Account Tab.
  16. Click Reset Password. The employee should receive an email from no-reply@apps.pensionpro.com that includes a temporary password they should use when logging into PensionPro.

 

 

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