Deactivate User - Create Exit Booking – timr Support

1.1. Option 1: The user does not have a time account
1.2. Option 2: User's time account is active: Exit Booking

1. Deactivate User

If an employee leaves your company, you can deactivate the user in timr. Depending on how the user was created, you have two options:

1.1. Option 1: The user does not have a time account

If the employee was not initialized, you can simply deactivate them under “Administration” / “Users” → “Disable user”. This will make the user account inactive and the employee can no longer log in. The records remain available so you can still evaluate them later.

You can find detailed instructions here under section 4: Add, edit and organize users.

1.2. Option 2: User’s time account is active: Exit Booking

If the employee was initialized, meaning the time account is active, an exit booking is required. You can either book it manually to record payouts or have it generated automatically with the next balance.

1.2.1. Create exit booking manually

If you want to record the payout of excess hours or vacation days, you need to create a manual exit booking. To do this, go to "Time Account" / “All accounts”, select the user, and then click the button “Create exit booking”.

In the next window, you can set the Resign Date (Marker 1), which is automatically stored for the user and from which point they will be deactivated. If extra hours, overtime & allowances or vacation have been paid out, click “Payout” (Marker 2). A corresponding payout note will automatically be added (Marker 3). In the note field (Marker 4), you can add an individual note to the exit booking, which will appear on the timesheet.

You can first preview the timesheet. If everything is correct, click “Confirm exit”.

This will create an exit booking and, if specified, a separate payout booking.

In the generated timesheet, the exit date is listed under “Resigned”. In addition, the vacation year will be adjusted.

Tip: The exit booking is essentially the final time account balance. You do not need to close times beforehand.

1.2.2. Store Resign Date

Another option is to save the Resign Date directly in the user profile. This can be done manually or automatically, for example via Azure Directory Sync (Enterprise Plan). In this case, an exit booking is automatically created once the exit date is reached. However, this method does not allow you to enter payouts.

As soon as you create a balance for the period that includes the resign date, you will receive a notification that the exit booking will be generated. When you export the balances, the exit booking will be included.

2. Reverse Exit

To reverse an exit booking, click on the three blue lines next to the exit booking and select “Undo”. This will also automatically remove the exit date from the user. The payout remains in place but can of course also be reversed.