On Admin → Employment Status, you can view the employment statuses used across your company. The page is titled All Employment Status, with a search box to find a status by name and a sortable column.
This page is read-only — there’s no way to add, edit, or delete a status from here. It’s a reference list, not a settings page.
How Employment Status Works #
Every employee is either Active or Inactive — those are the only two statuses, and they’re created automatically when your company is set up. You can’t add a third one or remove either of these.
- Active — the employee works here and can sign in to Office-X as normal.
- Inactive — the employee can no longer sign in. If they’re signed in at the time, they’re signed out straight away. Their records, payroll history, and past requests all stay exactly where they are.
Status Reason #
“Inactive” on its own doesn’t say much, so when you move someone to Inactive you also pick a Status Reason that records why. Six reasons are available:
| Status Reason | Ending Date required? |
|---|---|
| Resigned | Yes |
| Terminated | Yes |
| Suspended | Yes |
| Retired | Yes |
| Deceased | Yes |
| Other | No |
The first five all mean the employment has ended, so Office-X asks you for an Ending Date and won’t let you save without one. That date also can’t be earlier than the employee’s joining date.
Other is the catch-all for anything that doesn’t end the employment — unpaid leave, a long sabbatical, and so on. Because nothing has formally ended, no Ending Date is asked for.
You can also add an optional Status Note (up to 250 characters) to explain the change in your own words. It’s worth filling in — a year later, “Other” on its own won’t remind anyone what happened.
Changing an Employee’s Status #
You don’t change anyone’s status from this page. To move an employee between Active and Inactive, open Employees, find the person in the Employee Table, and use the Change Status action on their row — that’s where you pick the status, the Status Reason, the Ending Date, and the note together.
See the Change Status guide for the full walkthrough.
Who Can Use This Feature #
Subscriber Admin can always view this page, without needing any specific permission.
Employees can view it only if they hold the Employment Status — View permission action. See the Permissions Management guide for how to assign permissions.
Note: Viewing this page and changing an employee’s status are separate permissions. You need the Change Employee Status permission in the Employees module to change someone’s status. So, someone can view this list without having permission to make an employee Inactive.
