The Change Status dialog is opened from the Action Menu of the Employee Table under the Employees route. It lets admins and permitted users update an employee’s current employment status quickly, without leaving the Employees list.
Who Can Use This Feature #
Subscriber Admin can always change any employee’s status, without needing any specific permission.
Employees can change another employee’s status only if they hold the permission below.
Permission Behavior
This is controlled from: Admin → Permission → Employee → Change Employee Status (For All)
- Change Employee Status (For All)
Required action: Update
Lets you open Change Status and update any employee’s status.
Without this permission (and without being the Subscriber Admin), the Change Status option doesn’t appear in the employee’s Action Menu.
Good to know: unlike Edit Employee, Reset Password, and Work Hours, Change Status is not restricted to employees who have a license/seat assigned — it works the same whether or not the employee currently has a seat.
This permission can be assigned directly to an employee, or to an entire team at once. See the Permissions Management guide for how to assign permissions.
Overview #
You can change an employee’s status between Active and Inactive. If you choose Inactive, you’ll also pick a Reason: Resigned, Terminated, Suspended, Retired, Deceased, or Other.
You can also add a Status Note whenever you update an employee’s status — optional, up to 250 characters — to record the reason or context behind the change. This note is saved to the employee’s profile (shown as “Status Note” on their Employment tab), and it also appears in the Activity Log alongside the old and new status.
Statuses That End Employment #
When you mark an employee Inactive, five of the six Reason options are treated as ending the employee’s time at the company: Resigned, Terminated, Suspended, Retired, and Deceased. Choosing any of these behaves differently from choosing Other:
- An Ending Date field appears, and you’re required to set one before you can save. It can’t be set earlier than the employee’s joining date.
- That Ending Date is saved to the employee’s record and will show up later on their profile’s Employment tab.
- If you later move the employee back to Active, their Ending Date and Reason are automatically cleared.
Choosing Other instead doesn’t require an Ending Date — this is meant for situations that make an employee temporarily Inactive without actually ending their employment (for example, an extended unpaid leave).
Good to know: choosing one of the five ending-employment reasons only sets the status, Reason, and Ending Date — it does not automatically do anything else. It doesn’t unassign the employee’s license/seat, doesn’t cancel their pending leave requests, and doesn’t ask for or record a separate exit reason. If you’re ending someone’s employment, you’ll still want to unassign their seat yourself (Assign/Unassign Seat) as a separate step.
Status changes aren’t a one-way door — you can move an employee back and forth between Active and Inactive (with any Reason) as many times as needed.
Effect on Login #
An employee’s status genuinely controls whether they can log in — this isn’t just a label for reporting. Active allows login; Inactive blocks it, regardless of which Reason was selected (Resigned, Terminated, Suspended, Retired, Deceased, or Other) — moving someone to Inactive for any reason blocks their login the same way.
Good to know: this takes effect sooner than just “their next login.” If the employee is already using Office-X when you change their status to Inactive, they’re signed out automatically the moment they next load a page or the app next tries to fetch their data — you don’t need to wait for them to log out and back in.
Saving a Status Change #
After selecting the new status (and an Ending Date, if required) and optionally adding a Status Note, click Save. You’ll see “Employee status updated successfully,” the dialog closes, and the Employees list refreshes to show the new status right away.
Summary #
Change Status lets the Subscriber Admin, or anyone holding Change Employee Status (For All), switch any employee between Active and Inactive (with a Reason) and optionally leave a note explaining why — available regardless of whether that employee currently has a seat. Five of the six Reasons (Resigned, Terminated, Suspended, Retired, Deceased) additionally require an Ending Date; the sixth, Other, doesn’t. Status genuinely gates login: Active lets an employee sign in, Inactive blocks them — and if they’re already logged in, that takes effect as soon as they next use the app, not just on their next login attempt.
