Change employee status or transfer

What this achieves

An employee’s status says where they are in their employment — active, on probation, on leave, on notice, suspended, or terminated. A transfer moves them within the organization. Both are dated changes with consequences elsewhere, not field edits.

Required role: Administrator.

Changing status

Open the employee.
Open the status change.
Choose the New Status.
Set the Effective Date, and the Last Working Day where the status calls for one.
Enter a Reason.
Select Review Change, check the summary, and select Confirm Change.

The statuses

Option	Description
Active	Working normally.
Probation	Within a probation period.
On Leave	Away, with the employment continuing.
Notice Period	Serving notice.
Suspended	Suspended from work.
Inactive	Not currently active.
Terminated	Employment ended.

Status drives behaviour elsewhere, so it is worth setting accurately rather than leaving someone active while they are away. Leave, payroll, and reporting all read it.

Every status change is dated and reasoned

The change carries an effective date and a reason, and there is a review step before it commits. Write the reason for whoever reads it later — it is the record of why the change was made.

Example: putting an HC Corp UK Ltd employee on notice with the effective date and last working day set is what lets payroll calculate their final period correctly.

Terminating is different

Selecting a termination shows an explicit warning: it terminates the employment, triggers creation of an offboarding checklist, and cannot easily be reversed.

Termination is a status change, not a deletion. The record and its history are retained — which is what keeps payslips, employment history, and statutory reporting answerable after somebody has gone.

Example: terminating a leaver at HC Corp UK Ltd keeps their record and their payslips intact while ending the employment.

Transferring within the organization

A transfer is a change to where somebody sits: their department, team, location, position, or manager. These are fields on the employee record, changed by editing it.

Change all of the ones that moved. The common mistake is updating the department and leaving the manager, which moves someone on paper while their approvals continue reaching their previous manager.

Option	Description
Department, team	Where they sit for reporting and department-scoped work.
Location	Which site they work from, which affects holidays and attendance rules.
Position	The post they fill, and its headcount.
Manager	Who approves their requests and who they appear under on the org chart.

Example: moving an HC Corp UK Ltd engineer to a new team without changing their manager leaves their leave requests going to their old approver.

A move between legal entities is a much larger change than a departmental one, because the entity governs how somebody is paid. Treat it as a payroll change and review the next run.

What happens next

Status and organizational changes take effect from the date you set and are recorded in the employee’s history. A termination produces an offboarding checklist to work through, and any final pay owed is settled through payroll rather than here.