User Record - User Type and Employment Status

The User Record page is organized into sections. The User Type and Employment Status section contains the user's type (e.g., Employee, Intern, Contractor), user status (e.g., Working, On Leave, Terminated), and additional information regarding the user's status.

The User Status Information is only available to administrators who have permission to view or edit User Type and Status.

To add a new user record, go to Admin > Tools > Core Functions > Users. Then, select the Add User link.

A user's user record can be edited in the following manners:

  • Go to Admin > Tools > Core Functions > Users. Then, select the name of the appropriate user.
  • Navigate to the user's Universal Profile. Select the User Record tab from the Universal Profile navigation. Then, select the Edit Record button.

The following options may appear in the User Type and Employment Status section:

  • User Type - Select the user's type, such as Employee, Intern, or Contractor.
  • User Subtype - Select the subtype that applies to the user. This option is only available if the User Type is set to Employee, Contractor, Intern, or Temporary and if at least one subtype is defined for the selected type. If this field is available, then it is required.
  • User Status - Select the user's employment life-cycle status, such as Working, On Leave, or Terminated. This option is only available if a value is set for the User Type field. This field is required when a user's User Type Category is Employee, Intern, Contractor, or Temporary.
  • Leave Type - Select the type of leave the user is currently on, such as Medical, Sabbatical, or Parental. This option is only available if the User Type is set to On Leave. This field is required when a user's User Status Category is On Leave.
  • Termination Date - Select the date on which the user's employment was terminated. This option is only available if the User Type is set to Terminated.
  • Termination Type - Select whether the employee chose to leave their position (i.e., voluntary termination) or the organization forced the employee to leave their position (i.e., involuntary termination). This option is only available if the User Type is set to Terminated. The default value for this field is Voluntary, and this field is required when the user's User Status Category is Terminated.
  • Eligible for Rehire - Select whether the employee is eligible to be employed with the organization in the future. This option is only available if the User Type is set to Terminated.
  • Termination Reason - Select the reason why the employee is no longer working for the organization, such as Retired, End of Contract, or Transfer. If the Termination Type is set to Voluntary, then only voluntary termination reasons are available. If the Termination Type is set to Involuntary, then only involuntary termination reasons are available. This option is only available if the User Type is set to Terminated. This field is required when a user's User Status Category is Terminated.
  • Rehired Employee - This field is an employment status that indicates whether or not the user was previously with the company and has been rehired. The field only displays when one of the following user types is selected:
    • Contractor
    • Employee
    • Intern
    • Temporary

    The field is also available for all user subtypes and statuses. The value in the drop-down is "No" by default. To change the value (i.e., when changing the employment status from Terminated to Working for a former employee who has been rehired), select "Yes" from the drop-down.

    When a terminated employee is rehired, their previous organizational units (OU) and employee relationships are removed. This is done so that their new OUs and relationships can be associated with their user record. The new OUs and relationships are updated during the onboarding process.

    Note: When first creating a user record, the Rehired Employee field cannot be configured.

The options for each field are defined in User Preferences. See User Preferences.