Turning Off a Portal Feature Previously Used

This article explains what happens when you toggle off the Timesheets or Leave Request features for an employee after they have been using it.

Updated: October 2024

Things change and your processes might as well. If you need to turn off a Portal feature your employee has been using, you can do so in their Employee Information Screen where you gave them access to this feature originally. 

It is important to understand what will happen to your data when you deactivate this feature access. Let's break it down:

• Deactivating the Leave Request feature
• Deactivating the Timesheets feature
• Removing Payroll Portal access from this employee

Timesheet and/or Leave Request features can be added or removed to an Employee's Access by:

*Please note: All Admin Users can see and manage the full employee list and their feature access.

I am deactivating Leave Requests for this employee. They will only use the Timesheets feature to log their work hours.

Disabled Feature Message the employee will see in their Portal

• When the employee clicks on My Leave Requests, they will see a message that this feature has not been activated.
  • If you want to view the already-approved leave history, this feature must be toggled on again.
• The employee can only log leave taken through the pay types menu in their timesheet.
• The timesheet IMPORT function will import this timesheet to Thankyou Payroll for finalising.

I am deactivating Timesheets for this employee. They will only use the Leave Requests feature in their Portal.

Disabled Feature Message the employee will see in their Portal

• When the employee clicks on My Timesheets, they will see a message that this feature has not been activated. 
  • If you want to view the already-approved timesheet history, this feature must be toggled on again.

• The IMPORT function from the Portal into Thankyou Payroll will not import timesheets for this employee as from the deactivation date. When you press the IMPORT button, it will only import approved leave requests.
• The Timesheet IMPORT into Thankyou Payroll will only import approved leave requests for the pay period on the dashboard.
  • As leave is calculated based on the default day size set in the Employee Profile, this import will complete the system-recognised day size for the day leave is entered.
    *If half a day of leave is approved in the Portal, the IMPORT will show 4 hours of leave (i.e. sick leave) and automatically generate the 4 hours of Standard Pay to complete the day in Thankyou Payroll (if this day size is 8 hours in the default setting).
• Approved leave requests for future dates will not automatically populate timesheets, as this feature has been disabled.

I am removing Payroll Portal access completely from this employee. They will no longer be able to generate timesheets or leave requests through the Portal.

No Employee Payroll Portal Access (until the Admin clicks the 'Invite To Portal' Button and the secure link is sent)

• Do this for Admin-only Portal use: If you as Admin want to use the Portal for this employee's timesheets and/or leave requests on behalf - keep their features selected, but do not invite them to the Portal.
  • The employee won't be able to view the Payroll Portal.
  • Admin Users will still see this employee's timesheet and leave request history if toggled on.
  • Admin Users can complete timesheets and request leave on behalf of this employee if functions are toggled on.
  • The IMPORT function to Thankyou Payroll will work as usual.
  • The employee just won't see the request status, notes or receive emails from the Portal as they do not have access.

There you have it! Portal access and features within your control.
Easy as.