Find us at #SFFS Fair 2026 - 30 Jan 2026
Home
Officaid

Help Center

Team

Directory

Employee Statuses Explained

Understand what each employee status means in Officaid and when to use them.

What each status means for your team

Every employee in Officaid has a status that reflects their current employment situation. Understanding these statuses helps you manage your team accurately, control seat usage, and maintain proper records.

Available Statuses

Officaid uses four employee statuses:

  • Active
  • On Probation
  • Inactive
  • Terminated

Active

Active employees are your current, confirmed team members. They have passed probation (if applicable) and are fully part of your workforce.

  • Appear in the Active tab of the Directory.
  • Count toward your seat allocation.
  • Can have payslips generated and leaves applied.
  • Are included in payroll processing and compliance submissions.

On Probation

Employees on probation are new hires who have not yet been confirmed. This status helps you track who is still in their probationary period.

  • Appear in the Active tab of the Directory.
  • Count toward your seat allocation.
  • Can have payslips generated and leaves applied.
  • May have different leave entitlements during probation.

When an employee successfully completes probation, change their status to Active.

Set a Probation End Date when adding employees so you can track when probation reviews are due.

Inactive

Inactive employees are those who are no longer actively working but whose records you want to retain. This might include employees on extended leave or those you expect to return.

  • Appear in the Inactive tab of the Directory.
  • Do not count toward your seat allocation.
  • Cannot have new payslips generated.
  • Historical records remain accessible.

Terminated

Terminated employees have permanently left the company, whether through resignation, dismissal, or end of contract.

  • Appear in the Inactive tab of the Directory.
  • Do not count toward your seat allocation.
  • Cannot have new payslips generated.
  • Historical records remain accessible for compliance and reference.
Both Inactive and Terminated employees appear in the Inactive tab. The distinction helps you understand why they are no longer active.

Seat Usage by Status

Understanding which statuses use seats helps you manage your plan:

  • Active uses a seat.
  • On Probation uses a seat.
  • Inactive does not use a seat.
  • Terminated does not use a seat.

This means you can keep complete records of former employees without paying for additional seats.

Changing an Employee's Status

  1. 1 Navigate to the employee's profile.
  2. 2 Click the Edit Employee quick action.
  3. 3 Go to the Employment tab.
  4. 4 Change the Status field to the new status.
  5. 5 Click Save to apply the change.

For a complete offboarding process, see Deactivating an Employee.

Common Status Changes

  • On Probation → Active when probation is successfully completed.
  • Active → Inactive when an employee takes extended unpaid leave.
  • Active → Terminated when an employee resigns or is dismissed.
  • On Probation → Terminated when probation is not passed.
  • Inactive → Active when an employee returns from extended leave.

Frequently Asked Questions

Yes. If you rehire a former employee, change their status back to Active or On Probation. Their historical records remain linked to the same profile.

Both appear in the Inactive tab and do not use seats. Terminated indicates permanent departure (resignation, dismissal). Inactive is for temporary situations or when you want to retain flexibility.

It is recommended to change status to Inactive or Terminated rather than deleting. This preserves historical records for compliance, payroll history, and potential rehiring.

Yes. On Probation employees have the same system access as Active employees. They can view their payslips, apply for leave, and submit claims.

What's Next?

Learn more about managing employee lifecycle:

directory status active inactive