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 scheduled versus terminated badges, 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

From the Employees page, select the employee you want to offboard to open their detail view. The termination card sits in the sidebar. Its title changes with the employee's current state:

• Terminate employee, for someone who is still active.
• Update termination date, if a termination is already scheduled for a future date.
• Termination (pro-rata), once the termination date has passed.

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.

Scheduled versus terminated

What happens next depends on the date you picked, and your employee list shows it with one of two badges in the Termination date column, just under the date itself.

A future date schedules the termination. The employee keeps full access to CLVR Benefits until that day. The row shows an orange Scheduled badge, and opening their record shows a Termination scheduled notice counting down the days. The cut-off is applied automatically when the date arrives. You can still change or clear 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, the row shows a red Terminated badge (the row is also dimmed) and the record shows an Employee terminated notice naming the date.

If no termination date is set, the column shows a dash and there is no badge.

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 benefit allowance to termination 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 on the detail panel reflect it: in Allowance details, the Base allowance value is tagged (pro-rated) in red and shows the reduced figure; in the Adjustments card, a Pro-rata: line shows the working, for example 5 000 kr / 365 × 200 days = 2 740 kr. Adjusted allowance, total allowance, total expenses, and remaining balance 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, reopen the record and use Update termination date to change the date or the pro-rata setting.
• After the date has passed, the date is locked. The card switches to Termination (pro-rata), where 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 to bring up the detail view; the button you get depends on the state.

If the termination is still scheduled (a future date), the termination card is titled Update termination date. You can either move the leaving date (change the Termination date, tick I confirm..., and select Update termination date), or call it off entirely with Cancel termination.

If the termination date has already passed, the card is titled Termination (pro-rata). Select Undo termination to bring the employee back.

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 flagged someone for termination through a bulk upload by mistake, the same Cancel termination button clears it once you open their record.

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 on the Termination (pro-rata) card instead. 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 and email, are stripped or replaced once they are no longer needed. If a former employee asks for a copy of their data or for it to be erased, route the request to the person who owns data protection at your company, and contact CLVR if you need help locating what is stored.

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. Both a Termination date and the I confirm... checkbox are required before Set termination date is enabled.
• 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 from the Termination (pro-rata) 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 on the Termination (pro-rata) card 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 takes you to your employee list under HR; open the person to 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. You can edit the choices until they take effect on the termination date.
• I need to offboard several people at once. You can set termination dates in bulk through the import file. See bulk uploading employees from CSV or Excel.