Terminating and offboarding employees

Set a termination date, pro-rate the allowance, understand scheduled versus terminated status, reactivate someone, and see what happens to access, data, and an overused allowance.

When someone leaves, you offboard them in CLVR by setting a termination date on their employee record. CLVR handles the rest: a future date schedules the cut-off and keeps the person working as normal until then, while a date today or in the past ends their access right away. This article covers setting the date, the pro-rata choice, the leaving versus terminated status, how to reactivate someone, what the employee experiences, what happens to their data, and how an overused allowance is settled.

Open the employee and find the termination card

In the HR menu, select View All Employees. Select the employee you want to offboard to open their side panel, then open the Access tab. The termination card sits under temporary access. As a shortcut, Terminate employee in the row's ⋮ menu opens the panel at the same card.

The card is always titled Terminate employee. For someone who is still active, it holds one row: a Termination date field, a Pro-rate allowance to that date checkbox and the Set termination date button.

Once a date is set, the row gives way to one line that says where things stand:

• For a future date, for example: "Leaving on 2026-12-31. Anna can use CLVR Benefits until then."
• Once the date has passed, for example: "Terminated on 2026-09-30."
• Once their personal data has been removed: "Terminated and anonymised."

Every change you can still make sits behind Manage next to that line. Everything on this card saves as soon as you confirm it; it does not wait in the panel's save bar.

Set a termination date

If they manage other people

If the person you are offboarding is the manager for other employees, selecting Set termination date opens a reassignment step instead of finishing straight away. This keeps the expense approvals of everyone who reports to them flowing once they leave, so nobody's report is left waiting on someone who has gone.

The step lists everyone who reports to them. At the top, Set for everyone picks one replacement manager for all of them at once, and each row below can then be adjusted individually. Rows default to the departing manager's own manager where that person is still active.

Choose when the change takes effect:

• On termination date, the default for a future date, applies the new managers on the day the termination takes effect.
• Now applies them immediately.

Selecting Set termination date and reassign saves the termination date and the replacements together. Every listed person needs a replacement manager before you can save. When the change applies, any of the departing manager's still-pending expense approvals move across to the new manager too, and each new manager gets a notification.

You can revisit the choices any time before they take effect: open the employee and select View replacements on the termination notice at the top of the Overview tab.

Leaving versus terminated

What happens next depends on the date you picked, and the Status column of your employee list shows it.

A future date schedules the termination. The employee keeps full access to CLVR Benefits until that day. Their status shows Leaving and the date in orange, they stay on the Active tab, and opening them shows a grey line at the top of the Overview tab, for example: "Leaving on 2026-12-31. Access to CLVR Benefits ends that day." If they manage other people, the line also says how many, with View replacements beside it. The cut-off is applied automatically when the date arrives. You can still change or cancel the date while it is in the future.

A date today or in the past takes effect immediately. Because this ends access at once, CLVR first shows a Backdate termination? dialog warning that the employee will be marked as terminated and lose access. Select Yes, terminate to go ahead, or Cancel to step back. Once confirmed, their status shows Terminated and the date, they move to the Terminated tab, and the line at the top of the Overview tab reads, for example: "Terminated on 2026-09-30. No longer has access to CLVR Benefits."

Someone with no termination date shows Active.

You do not have to do anything to flip a person from scheduled to terminated. A daily background check marks anyone whose date has arrived, and sign-in is blocked the moment the date passes, so a terminated employee can no longer get in even before the daily check runs.

Pro-rating the allowance

With Pro-rate allowance to that date ticked, CLVR replaces the base allowance with the share that matches the days employed in the current benefit period:

• base allowance ÷ days in the year × days employed in the period

Days in the year is 365, or 366 in a leap year. Days employed runs from the employee's start date (or the start of the period, whichever is later) up to and including the termination date. The result is rounded to the nearest krona. With pro-rating off, the full base allowance stays in place.

Once a termination date is set with pro-rating on, two places in the employee's side panel reflect it: on the Overview tab, the Allowance card shows the reduced figure as Base; on the Adjustments tab, a line at the top shows the working, for example Pro-rated: 5 000 kr / 365 days × 200 days = 2 740 kr. The adjusted amount, the total, the expenses and what is left all flow from this pro-rated base.

Pro-rating does not claw back expenses that were already approved or reimbursed, and it does not remove access on its own; access is governed by the termination date.

Changing a termination after the fact

You can adjust a termination, within limits:

• Before the date passes, open the employee's Access tab and select Manage on the termination card. Change the date or the pro-rata setting and select Update termination date. A future date asks once more in the same Terminate Anna Andersson? dialog; select Set termination date to save it.
• After the date has passed, the date is locked, and the card says "Terminated on" and the date. Under Manage you can still change whether the allowance is pro-rated using Update pro-rata setting (the button stays inactive until your choice differs from what is saved), but not the date itself.

Reactivating someone

You can reverse a termination yourself, whether it is still scheduled or has already taken effect. Open the employee from your list and go to the Access tab; what you get depends on the state.

If the termination is still scheduled (a future date), the card says "Leaving on" and the date. Under Manage you can either move the leaving date (change the Termination date, select Update termination date, and confirm), or call it off entirely with Cancel termination.

If the termination date has already passed, the card says "Terminated on" and the date. Under Manage, select Undo termination to bring the employee back.

The row's ⋮ menu in the employee list has the same steps as shortcuts: Cancel termination for someone who is leaving, and Undo termination for someone who has left. Each opens the side panel at the step.

Either button opens a short confirmation. Cancelling or undoing a termination restores the employee's access immediately, restores their full (non-prorated) benefit allowance, and removes the pending overused-allowance records and the related HR notifications the termination created.

The confirmation also offers two optional clean-ups, each shown only when it applies:

• Keep the reports under this manager. If you scheduled a manager reassignment when offboarding them, this cancels that pending reassignment so their team stays with them.
• Remove balance adjustments. If you made manual allowance claw-backs around the termination, tick the ones to delete; leave them unticked to keep them.

If you terminated someone through a file import by mistake, reverse it the same way: open them and use Cancel termination or Undo termination under Manage, or Undo termination in their row's ⋮ menu.

Re-hiring a returning employee

Cancelling or undoing puts the record back exactly as it was. When someone genuinely rejoins after time away and you want to review their details and set a fresh start date, use Re-hire employee under Manage on the termination card instead, or in the row's ⋮ menu. It opens their details pre-filled, with the start date set to today. Update anything that has changed (salary, job title, address, custom fields), choose whether the allowance is pro-rated to the new start date, and select Re-hire employee. This reverses the termination, restores access, keeps their history and sign-in account, recalculates the allowance from the new start date, and keeps any reports they still manage.

What the employee experiences after termination

Once an employee is terminated, access is fully closed. Termination blocks the account itself, not one specific way in, so no sign-in method works for them: the sign-in link (and its one-time code), email and password, or Continue with Microsoft on companies set up for those. Any active session is ended the next time it is checked. The sign-in page shows an Account terminated message: "Your account has been terminated. You no longer have access to CLVR Benefits." There is no retry button, because retrying cannot help.

Because sessions are short-lived, a terminated employee with an open tab is not signed in indefinitely; their session expires within hours, and any new sign-in is rejected from the moment they are terminated.

What happens to a terminated employee's data

Terminating an employee blocks their access but does not delete their records. CLVR Benefits is a payroll-adjacent system, so some records must be retained to meet Swedish tax and employment law obligations. After a termination, the following is kept for the legally required retention period (generally seven years):

• Salary used for benefit and tax calculations.
• Expense amounts and BIK (benefit) costs, so past reimbursements and tax reporting stay verifiable.
• Personnummer, required for Swedish tax reporting.
• The link to your company, to satisfy employer reporting obligations.

This is why a terminated employee still appears in historical payroll exports and expense history: those figures are part of your tax record for the year in which they happened.

Identifiers that are not part of the tax record, such as the person's name, email, personnummer and address, stay in place for a grace period after termination (90 days by default, and you can set it anywhere from 30 to 730 days), then are removed automatically. If a former employee asks for their data to be erased sooner, you can do that yourself from their profile at any time after termination, without waiting for the grace period. See former employee data retention for the full detail and how to change the grace period.

When an employee overuses their allowance

If a leaving employee has already spent more than their reduced allowance, CLVR flags the difference as an overused allowance, notifies your HR team, and gives you the amount to settle through payroll.

The check re-runs automatically when you set a termination date inside the current benefit period, and when you change the pro-rate setting after the date has passed. CLVR adds up the employee's expenses in the current period and compares the total to the recalculated allowance. Declined expenses, manual allowance adjustments, and purchases paid straight from salary are excluded. A submitted expense report counts from the date it was completed (approved or auto-approved), not the receipt date. If the counted spend is higher than the recalculated allowance, the gap is the overused amount, rounded to the nearest krona.

When an overuse is detected, CLVR creates one record for that employee and period and sends every member of your HR group an in-app notification with an ACTION REQUIRED badge, for example: "Anna Andersson has overused their benefit allowance by 1 200 kr. Please choose how to handle the reimbursement." Only one open record is kept per employee per period, so re-running the check does not produce duplicate alerts.

The overused amount is a payroll matter: there is nothing to claw back inside CLVR, and approved expenses are not reversed. When you generate the monthly payroll report, the overused amount is included and marked as accounted for, so it is not counted again later. Turning pro-rating off restores the full allowance, which can lift the spend back under it and clear the overuse; turning it on reduces the allowance and can trigger the flag.

Troubleshooting

• The button will not activate. Set termination date stays inactive until you pick a Termination date.
• I picked today or a past date by mistake. The Backdate termination? dialog appears precisely so you can catch this. Select Cancel and choose a future date instead.
• I cannot change the termination date. The date has already passed, so it is locked. You can only adjust the pro-rata setting under Manage on the termination card, or select Undo termination to reverse the termination entirely.
• The Update pro-rata setting button is greyed out. Your selected checkbox state matches what is already saved. Change the checkbox to enable the button.
• The base allowance is not pro-rated even though a date is set. Pro-rating only applies when the termination date falls inside the current benefit period and the pro-rate option is on.
• A scheduled employee still has access. That is expected until the termination date arrives. Access continues up to and including the day before it takes effect.
• I accidentally backdated a termination. Open the employee and select Undo termination, under Manage on the Access tab or in the row's ⋮ menu, to restore their access and full allowance.
• No overuse was flagged even though the allowance dropped. The counted spend is still at or below the recalculated allowance, or the termination date falls outside the current benefit period.
• I got the overuse alert but cannot find a separate screen. There is not one. The notification opens the person's side panel in your employee list, where you can review and settle the difference.
• The flagged amount looks too high. Check whether any of the spend was declined, a manual adjustment, or a salary-paid purchase, since those are not counted.
• A terminated person still shows in payroll or expense reports. That is expected. Those amounts are retained for tax reporting and are not removed by terminating the employee.
• Set termination date opened a reassignment step. That is expected when the employee manages other people. Choose who takes over and confirm; the termination date is saved at the same time.
• I want to change who takes over. Open the employee and select View replacements on the termination notice on the Overview tab. You can edit the choices until they take effect on the termination date.
• I need to offboard several people at once. A file import can terminate everyone you tick under Not in the file, with today as their last day. See importing employees from a file.