If an employee leaves the company, please follow the steps below to register.
How to set up
Last access date and email notifications after leaving the company
How to set up
① Search for eligible employee.
② Click on "(deactivate)."
Alternatively, click on "Settings" - "Other settings" - "Deactivate/delete".
③ Click on the Deactivation date field to display the calendar. Specify the deactivation date.
④ To change the contents of "Tax certificate type," "Year end tax eligibility," and "Inhabitant tax deduction method (for local tax reporting)" from the defaults, please set them.
See below for details on each of these categories.
⑤ Click on "Deactivate."
⑥ Read the message and click "Yes".
This completes the deactivation setup.
If you look at the employee screen to a date prior to the deactivation date, you will see the deactivation date.
After the set deactivation date, the message "This employee has been deactivated." will be displayed.
Last access date and email notifications after leaving the company
Access to Workcloud after deactivation date
Depending on the company, employees who leave the company after their deactivation date will have access to Workcloud for a set period of time.
If you want to change the last access date by employee, go to Edit on the screen that appears after registering the deactivation date and change the date in "Last day of Workcloud access".
For the period from the date of deactivation to the last access date, the resigned employee can only view and download payslips and tax certificate.
*In the "Last working date" field, you can register the employee's last day of work prior to his/her termination date (optional).
Email notifications after leaving the company
If the default setting for email notifications from Workcloud is "Available," the employee will receive various email notifications up to the day of resignation (termination) at his/her "company email.
From the day after their resignation (termination) date, the recipient will automatically switch to their personal email address.
Notifications such as payslips received after their resignation date will be sent to their personal email address.
(If you set the last day worked before the resignation date as the “Last working date” in the “Termination settings” section of the “Manage employees > Settings > Deactivate / delete” screen for the subject employee, the notification address will automatically switch to the employee’s “Personal email address” for the day after the “Last working date” [released October 7, 2024].)
*If you have changed their sending address to "Personal email" after they join the company, they will continue to receive various notifications to their personal email address. The destination after their resignation date is also their "Personal email".
Click here for a manual on email addresses to which notifications are sent.
Email address to send notifications to
・Click here for the Japanese version of this manual.
退職する従業員の設定
・If you would like to see a list of employees who have resigned, please refer to this page.
View information on terminated employees