Update Status

Keep employee status current in the CGIC App—so HR and managers know exactly who’s active, who’s out on leave, and who’s no longer with the company.

Prerequisites

• The employee whose status you need to update already has a profile under HR > Employee > Employee List.

Step 1: Locate and Open the Employee Record

1. Navigate to Employee List
   • In the CGIC App sidebar, click HR > Employee > Employee List.
   • Use the search bar or filters (Department, Branch, Employee Code) to find the employee.
2. Open the Employee Profile
   • Click on their Name or Employee Code to view their profile.

Step 2: Enter Edit Mode

1. Click “Edit” or “Amend”
   • If the profile is still in Draft, click Edit.
   • If the profile is Submitted, click Amend to preserve the audit trail. You’ll then see a draft version ready for changes.

Step 3: Change Status to “On Leave”

1. Locate the Status Field
   • Scroll to the top of the profile. You’ll see Status with options: Active, On Leave, Terminated.
2. Select “On Leave”
   • From the dropdown, choose On Leave.
3. Fill in Leave Details (If Prompted)
   • If your CGIC App is configured to link leave applications, you may see fields like:
     • Leave Type (e.g., “Annual Leave,” “Medical Leave”).
     • Leave Start Date and Leave End Date.
   • Ensure these dates match the approved leave request.
4. Save & Submit
   • Click Save, then Submit (if you used Amend).
   • The system:
     • Temporarily suspends upcoming Approval Workflows (expense, travel) until the employee returns.
     • Leaves the employee in headcount but flags them as inactive for daily tasks.

Step 4: Revert Status Back to “Active”

1. Open the Profile
   • Once the employee returns, navigate back to HR > Employee > Employee List and open their profile.
2. Click “Amend” (If Previously Submitted)
   • You’ll be editing a submitted record, so click Amend.
3. Change Status to “Active”
   • From the Status dropdown, select Active.
   • If needed, clear any leave-related fields (e.g., Leave End Date).
4. Save & Submit

   • Click Save, then Submit.

   • The CGIC App:

     • Resumes approval workflows for this employee.
     • Automatically reactivates system access (if temporarily suspended).
     Ensure any Pending Leave Approvals are cleared or marked “Done” before reactivating to avoid confusion.

Step 5: Change Status to “Terminated”

1. Collect Termination Documentation
   • Before updating status, confirm you have:
     • Manager’s Termination Approval.
     • Exit Clearance (IT, Security, Finance sign-offs).
     • Final Settlement Details (last salary, severance).
2. Open the Profile & Click “Amend”
   • Navigate to the employee’s profile.
   • Click Amend since the record is submitted.
3. Select “Terminated” from the Status Dropdown
   • Choose Terminated.
4. Fill in Termination Details
   • The CGIC App may prompt you for:
     • Date of Termination (last working day).
     • Termination Reason (dropdown or free-text field, e.g., “Resignation,” “Performance,” “Layoff”).
     • Notice Period Served (if applicable).
     • Final Settlement Amount (if you record this here).
5. Disable System Access (Optional)
   • If your CGIC App is configured with automated user management, you may see a checkbox “Disable Login”.
   • Tick this to revoke their access immediately upon submission.
6. Save & Submit
   • Click Save, then Submit.
   • The system will:
     • Remove them from Salary Rolls (ensuring no further payroll runs).
     • Automatically update headcount reports to exclude them from “Active Employees.”
     • Log the termination in the Employee’s Audit Trail.

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