When a staff member leaves and is later rehired, administrators may be unsure how to manage the employee’s records in the system. This guide explains the available options for both Payroll and Leave modules.
Notes
- If your company is subscribed to Payroll only, follow the Payroll options.
- If subscribed to Leave only, follow the Leave options.
- If subscribed to both Payroll and Leave, always prioritise the Payroll options.
Payroll Options
- Re-use old profile and update the Join Date
- Remove the cessation date and update the Join Date to the new employment start date.
- Previous payruns from the earlier employment period will not be included in the IR8A form.
- The IR8A form will only include payroll data based on the new Join Date within the tax year.
- Re-use staff's old profile and keep the old Joined Date (remove the cessation date)
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Remove the cessation date but keep the original Join Date.
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Recommended if the employee was rehired within the same financial year as their cessation.
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This ensures that payruns from both the previous and current employment periods are included in the IR8A form.
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Leave Options
1. Re-use old profile
If you re-activate the staff’s previous JustLogin profile:
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Update the Join Date to the new employment start date.
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The Opening Balance will automatically refresh based on company policy (Earned Leave vs. Entitlement).
- Ensure details in both the Entitlement and Details pages are updated.
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Reverse any adjustments made during the employee’s earlier employment, so adjustments = 0.
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Note: Leave applications from the staff’s previous employment will remain visible in their record.
2. Create a new profile
If you prefer a clean slate:
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Set up a new staff profile.
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No leave balances, adjustments, or past applications will carry over from the previous employment.
✅ Tip: The best approach depends on whether you need continuity of records (reuse old profile) or a fresh start (new profile). Always review both Payroll and Leave impacts before deciding.