Inactivating Employee Records
You can inactivate employee records for employees who no longer actively work for your company. This enables you to remove their access to NetSuite, while retaining the history of their employment with your company.
When you inactivate an employee record, you can no longer select it in employee fields.
You can also delete an employee record. You would only do that if the record was created in error, or if you had some other reason to recreate the employee record. For more information, see Deleting Employee Records.
The following are some cases in which you would want to inactivate an employee record:
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You are terminating the employee. In this case, you do not want to delete the employee record. It contains information that you might need in the future for record-keeping or auditing purposes. Also, you might rehire the employee and could make their record active again. For more information, see Employee Termination.
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The employee is taking a leave of absence, so you want to temporarily remove their access to NetSuite and restore it later.
When you inactivate an employee record:
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The employee’s login credentials and role assignments remain intact. If they return to your company and you make their record active again, they can access NetSuite as they did before being inactivated.
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If the employee has scheduled reports, then the report schedules are automatically deleted.
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If the employee is the owner of calendar events, those events remain in the calendar.
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If the employee is the owner of saved searches, they remain in the list of saved searches.
To inactivate an employee record:
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Go to Lists > Employees > Employees.
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Check the Show Inactives box at the top of the list.
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In the Inactive column, check the box next to the employee you want to inactivate.
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Click Submit.
You should also clear the Give Access box to revoke access for the employee. If you want to inactivate all roles of the employee, and the employee is also a partner, customer, or vendor, you must revoke access and inactivate those records, too.