Employees by status

Besides the Active list, Open Core HR keeps separate lists for employees in other states: Onboarding, Suspended, Relieved, and Terminated. Use these to see who is in each state and to move people back to Active.

1. Employees — Open the Employees group in the menu.
2. Onboarding — Then choose Onboarding.

Opening a status list

1. From the Human Resources section of the menu, open Employees, then choose Onboarding, Suspended, Relieved, or Terminated.
2. You can also click the matching count card on the main Employees → Active screen.

Each list shows a short note explaining the status, a count, and a table with ID, Employee, Email, Phone, Changed On, Changed By, Reason, and Actions. Changed On, Changed By, and Reason come from the most recent status change. Use the search box and the Back arrow (top-left) to return to the directory.

Moving an employee back to Active

1. Open the status list the employee is in.
2. In the Actions column, click Move to Active.
3. In the Move to Active dialog, optionally type a Reason (optional) for the audit trail, then confirm.
4. The employee returns to the Active list immediately.

Changing an employee's status

Status changes are made from the employee's profile, not from these lists. Open the employee's profile, click Actions, and choose one of:

• Reactivate — restore full access (shown when the employee isn't already active).
• Suspend — disable access temporarily. The Microsoft 365 account is disabled but the license is kept.
• Relieve — for resignations or end of contract. The Microsoft 365 account is deleted after a grace period.
• Terminate — permanent deactivation. The Microsoft 365 account is deleted after a grace period.

In the confirmation dialog you can add an optional Reason (up to 500 characters) that's stored with the change.

Caution

If the employee manages other people, the app warns you that those direct reports will be left without a manager and asks you to confirm before continuing. You also can't change your own status to anything other than active.

Deleting from a status list

In the Actions column you may also see a delete (trash) icon. This moves the employee to the Deleted Employees list; you'll be asked to type the employee's code to confirm. See Deleted employees.