How to keep employee data after people leave the company

When an employee leaves the company, it is important to save their information while still maintaining privacy and limiting access to administrators.

• As part of this process, one crucial step is to deactivate their account
• What happens when I deactivate a user?
• How to reactivate user?
• What happens when I reactivate a user?
• I want to delete a user
• What happens when I delete a user?
• How to set up an offboarding?
• I am a system administrator and will be leaving the company.

Deactivate a user

1. Navigate to the users profile
2. Deactivate the user from the three dots to the right (1). When the employees last workday is passed you can deactivate the user directly from the profile page (2).
   
   
   
   

What happens when I deactivate a user?

• User will be logged out and will not be able to log in to this organization in Huma until reactivation (can take up to 15 minutes if they are logged in)

• Only administrators will be able to view the deactivated profile

• All profile fields will be locked and will not be editable, so make sure they're all up to date

• New documents, tasks, meetings, equipment and competences will not be addable or assignable to the User

• Absence can’t be added or edited for the User

• Uncompleted tasks will remain uncompleted

• Documents will still be available, but …

• Meetings will still be available, but …

• The User will be unassigned from any deviation cases they’re assigned as case handler to

• An ongoing offboarding and it's tasks will still be accessible after the user has been deactivated. But keep in mind that the deactivated user wont have access to their tasks in Huma.
• If the User is a supervisor, the subordinates need to be reassigned a new supervisor. 

How to reactivate a user?

Reactivating a user is also made from the dots in the top right corner. When reactivating you can send them a welcome message. Note that it will be sent to their work email.

1. Navigate to the users profile

2. Reactivate the user from the three dots at the right top corner

3. Click "Reactivate users Account"

4. Confirm and send out a personal invite 

What happens when I reactivate?

You can always reactivate a "deactivated user" with following outcomes

• The user will be able to logi n to the organization
• Profile fields will be editable again
• Other users will regain access to the user profile

I want to delete a user

1. Go to the users profile

2. Delete the user from the three dots at the right top corner and 

3. Click "Delete Users Account"

4. Type in the correct name and delete

What happens when I delete a user?

When you delete a user, the following will occur

• News articles written by the User will be left without an author

• Absences regarding the User will be deleted

• Documents uploaded by the User will be deleted, and any documents which concerns Conrad will no longer concern anyone

• The User´s competences, including documentation and change history, will be deleted

• The User’s tasks will be deleted

• Meetings where the User is the host will be deleted

• Ongoing and completed offboarding processes regarding the User will be deleted

• The User will be logged out and will not be able to log in to this organization in Huma again

• The User will be unassigned from any deviation cases they’re assigned as case handler to

How to set up an offboarding in Huma?

Read more about offboarding in Huma here.

I am a system administrator and will be leaving the company.

There is no direct "transfer" of the system, and to ensure that your new System Admin receives a proper handover to the role of system admin in Huma, you need to do the following:

• Document 

It is important that documents containing critical information are transferred to the new System Amin. If you are listed as the "document owner," ownership must be transferred if you want them to be editable and viewable. By sharing "access," the new System Admin can only preview the documents and not modify them.

We have launched a "bulk change" feature for documents, allowing you to transfer ownership of these in bulk. You can select the relevant documents, and from the blue bar at the bottom of the page, you can choose what actions to take. 

• Meetings

If you are the "meeting host" for important meetings that you want the new System Admin to have insight into, it is crucial to add her as a "participant" or assign her as the new "meeting host."

1. Go to the relevant meeting(s)

2. Click on the three black dots

3. "Edit details" and modify the meeting details in the window that appears. 

• Access and Correct Roles

It is essential that the new System Admin is assigned the correct roles in Huma so that she has the overview and access she needs. The most important role is the System Admin role, and she can also be assigned the "User Role."

• • The System Role gives her the ability to manage the system (modules, etc.)
  • The User Role provides her with access at the user level, allowing her to manage teams/locations and employee profile cards.

Read more about role and access here. 

• Set up subordinates

Unfortunately, there is no function in Huma that can do this automatically; it is a manual task where each subordinate and superior must be set up individually.

The simplest way to do this is by going to the new System Admin´s profile card => "about" => and under "intro," add "subordinates." This way, you don’t have to go into each of her subordinates' profiles to add her as their superior.

Read more about setting up subordinates and supervisor here.