When an employee leaves

When you relieve or terminate an employee, Open Core HR disables their Microsoft 365 work account straight away, then permanently deletes it — and reclaims the licence — after a grace period.

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

Your account needs administrator access (the permission to edit employees) to do this.

Steps

1. Open the employee's profile.
2. Select Actions, then:
   • Relieve — for a resignation or end of contract ("M365 account will be deleted after grace period").
   • Terminate — for a permanent deactivation ("M365 account will be deleted after grace period").
3. Confirm. The Microsoft 365 account is disabled immediately. The employee then appears on the Disabled tab of the Microsoft 365 screen.

If you instead delete the employee record entirely (from the Actions menu), their Microsoft 365 account is also disabled immediately and deleted after the grace period.

The grace period

A disabled work account is kept for a grace period so it can still be restored if the person comes back, and so any handover can happen. After the grace period passes, Open Core HR permanently deletes the Microsoft 365 account and frees up the licence — this cleanup runs automatically on a daily schedule.

The exact length of the grace period is part of your company's Microsoft 365 configuration.

Bringing someone back during the grace period

If the employee returns before their account is deleted, reactivating them on their profile switches the same account back on. If the account has already been deleted, reactivating them creates a fresh account (when company-wide auto-provisioning is on). See Pausing and restoring an employee's access.