What should I do when a person's employment ends?

This article explains which actions need to be taken in Nepton when a person’s employment ends. Setting an employment end date alone does not prevent access, and deleting the user account alone does not remove previously assigned roles or access rights.

Important before you start

Setting the employment end date alone does not prevent the person from logging in.

Make sure to complete all tasks related to ending employment, unless these are handled automatically through an integration in use.

Step 1: Preparations before employment ends

When a person’s employment is about to end:

• review the person’s calendar
• finalise any unfinished events no later than the employment end date
• remove planned shifts and shift needs
• approve events

Step 2: Open the person’s employment details

1. Find the person on the Employee tab
2. Open the details using the magnifying glass icon

Step 3: Remove the RFID tag

If the person has had an RFID tag in use:

• remove the tag details from the person’s information

Step 4: End the employment and setting group

1. Set the employment end date
2. End the validity of the settings group by adding an empty setting group starting from the day after the employment end date

Step 5: Remove supervisor and subordinate relationships

Remove from the person:

• subordinates
• supervisors

At the same time, we recommend reviewing the person’s access rights and lowering them to the lowest possible level.

A person whose employment is ending should have at most:

• employee-level access rights
• no assigned subordinates
• no supervisor roles

Save the changes using the Save button at the bottom of the page.

Step 6: End any deputies

Mark any deputies as ended and save.

Step 7: Delete the user account

1. Open the Additional functions tab in the person’s details
2. Select Remove username → Delete

Deleting the user prevents the person from logging in, but does not remove any existing relationships, such as supervisor or subordinate relationships or previously assigned access rights. For this reason, access rights and relationships must always be removed before deleting the user account.

Reports

The person appears in reports when looking at the period when the person's employment relationship was still active. The person no longer appears in reports after the end of the employment relationship.

The employment end date is important for reporting purposes, but it does not prevent access to the service. This is why the user account must also be deleted.

Information security and GDPR

Access to Nepton depends on the authentication method in use:

• Single Sign-On (SSO): access is often disabled automatically when employment ends, according to the organisation’s IT environment
• Nepton username and password: the person can log in until the user account is deleted

When deleting a user account, the customer must assess, from a GDPR perspective:

• which personal data needs to be retained in the service
• how long the data should be retained

We recommend removing unnecessary personal data, especially if the same data is also stored in an HR system.

Checklist when employment ends

• Calendar and punchings reviewed
• Shifts after work relationship end date removed
• Employment end date set
• Settings group ended
• Supervisors and subordinates removed
• Access rights restricted
• RFID badge removed
• Substitutions ended
• User account deleted
• Personal data reviewed (GDPR)

Returning to employment

Completing the steps in this guide ensures that a person can be restored to employment safely and in a controlled manner.

If access rights, roles or relationships are not removed when employment ends, old permissions may become active again when the person is restored, even if they no longer match the person’s new role.

Careful removal of rights:

• prevents incorrect access
• supports information security and data protection
• enables a clean and controlled restoration of the user

See detailed instructions for returning employees here.