How to remove a resource record for a leaver in iplicit?

This article covers how to lock a resource record in iplicit when an employee leaves your organisation. Locking the resource record removes the person from resource selection lists across iplicit - for example, in timesheets, expenses, absence and project assignments. This is a separate step to blocking and locking the user account, and both should be completed for a leaver.

Before you start

Removing a resource record for a leaver in iplicit involves two separate actions:

• Blocking the user account - this prevents the leaver from logging in
• Locking the resource record - this removes the leaver from resource selection lists across iplicit

This article covers the resource record step only. For the user account step, see How to block and lock a user account in iplicit.

Complete both steps to fully offboard a leaver.

Things to check before locking the resource record

Before you lock the resource record, review any active workflows or processes that include this person. Locking the record will remove them from resource selection lists immediately, which may affect:

• Open timesheets or expense claims assigned to this resource
• Active project assignments
• Any approval workflows where this person is a named approver

Reassign or close any open items before proceeding.

How to lock a resource record in iplicit 

You can navigate to the resource record in two ways:

Option 1 - via the HR menu

1. Select 'HR' from the top navigation menu
2. Select 'Resource' from the HR submenu

Option 2 - via quick search

1. Click the search bar at the top of the screen
2. Type 'Resource'
3. Select 'Resource' from the results list under HR

Once you have the resource list open:

4. Locate and open the leaver's resource record
5. Select 'Edit' to enter edit mode
6. At the top of the record, untick the 'Resource' checkbox

Note: Your organisation may also choose to untick the 'Staff' checkbox at this stage. This is optional and depends on your internal offboarding process.

7. Select 'Save' to confirm the changes

The leaver is now removed from resource selection lists across iplicit.

After locking the resource record

If you have not already blocked and locked the leaver's user account, do this now. See How to block and lock a user account in iplicit.