The end of an employment is recorded in the Employment lifecycle section of the person card. Several endings are handled in a batch: People → Recruiting and onboarding → Ending employments. These features belong to the HR add-on.
Record the termination on the person card
- Open the person and go to the Employment lifecycle section.
- Press End employment…. The wizard runs in three steps: Grounds, Offboarding and Summary.
- Choose the Grounds and set the Notice date and End date. The wizard shows the statutory notice periods based on the length of service and calculates the earliest end date – a collective agreement or the contract may differ from the statutory default.
- Tick Start the offboarding checklist and pick a template if needed.
- Press Confirm termination.
A new record replaces the previous one, and the record can be undone with Cancel termination. Cancelling does not stop an already started offboarding checklist and does not reopen an already deactivated account – those are handled separately.
The recorded-termination card also offers Draft employment certificate and the optional Exit interview, which affects neither the end of employment nor pay. An issued work certificate is an immutable document.
Record several endings in a batch
- Open People, choose Recruiting and onboarding and the tab Ending employments.
- Adjust the Time window (days). The list shows ending and already-ended employments, and overdue fixed terms are pre-selected.
- Select the people and press Record termination.
- Set the shared End date, Reason and Note. Tick Start offboarding checklist and Issue employment certificates if needed – the batch issues a narrow certificate (duration and duties).
- Confirm. Already-ended employments are skipped.
What happens to the account
Recording the termination does not close the account immediately. Kelomo deactivates the person automatically once the end date has passed in the organisation’s time zone: sign-in is blocked and the person drops out of forward-looking pickers and reminders. If access has to be cut at once, choose Deactivate from the person card’s Actions menu.
Deactivation deletes no data, and the account can be reopened from the same menu (Reactivate). After the end date the person no longer generates missing-day deviations or reminders.
What happens to the working-time records
The working-time records do not leave with the employment. An ended employment’s data is erased in stages according to the retention windows – the erasure queue is managed on Settings → Administration and security → Data lifecycle, and nothing is erased without an administrator’s confirmation. See GDPR: access requests, retention and erasure.
The final payroll run
The Handover pack for the accounting firm collects the basis for the final pay: the employment facts, leave balances in days projected to the end date, the flex balance, the final period’s workdays by processing state and open absences. The pack contains days and hours, never euros – the final pay in euros is calculated in the payroll system. It downloads as PDF, XLSX or CSV and is visible to the administrator, HR and payroll.
The pack warns when final-period days are still drafts or unconfirmed – process them before the last export. See Close the payroll period.
If something goes wrong
You recorded the wrong end date or reason. Record the termination again – the new record replaces the previous one. If needed, Cancel termination clears the record entirely.
The person cannot sign in although the employment continues. The end date is in the past and the account has already been deactivated. Cancel the termination or fix the date, then choose Reactivate from the Actions menu – cancelling does not do it for you.
The work certificate lacks the reason or the assessment. They are included only at the employee’s request: tick Include the reason for ending or Include an assessment of skill and conduct when drafting.
You cannot find the Ending employments view. It is a tab in the group People → Recruiting and onboarding.