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Employee Terminations in Roubler – Overview for HR Administrators

Audience

This article is for HR administrators and People & Culture teams who:

  • Manage employee terminations, rehiring and reinstatements in Roubler
  • Need to understand how terminations interact with Employment Hero (KeyPay), SimplePay, and PaySpace

  • Support managers with effective dates, pending terminations, re‑employment and data access

Before you start

Before terminating employees in Roubler:

  • Confirm which payroll engine you use for that company (Employment Hero, SimplePay, or PaySpace).
  • Understand your internal policies for:
    • Notice periods and effective dates
    • Whether the employee is re‑employable and any probation / rehire rules
  • Ensure your permission group allows you to:
    • Edit employee profiles
    • Access Employment Status / Settings

    • Run or validate payroll where required

Only users with Manager with Payroll or higher can terminate an employee from the Roubler UI.

How to terminate an employee – Employment Hero & SimplePay

For Employment Hero (KeyPay) and SimplePay integrations, Roubler is the system where you perform the termination. The termination is then sent to the payroll engine.

Step 1 – Terminate in Roubler

  1. Go to Management → Employees.
  2. Click the pencil icon to open the employee’s profile.
  3. Go to Employment Status (or Settings → Terminate Employee in older layouts).

  4. Enter termination details:

    • Date notice was given
    • Final date of employment / Termination date

      • Note: in some flows this field expects the first day of non‑employment, not the last day worked – follow the on‑screen description for your region.

    • Notice period (days)
    • Reason for termination (resignation, misconduct, redundancy, etc.)
    • Exit notes (optional)
    • Tick Employee resignation if applicable.
    • Set Re‑employable appropriately:
      • Yes = can be rehired/reinstated later.

      • No = blocked from re‑employment without Support intervention.

  5. Under Unassign shifts: choose how to handle shifts after last day of employment:

    • Unassign – remove employee from future shifts (keeps the shifts open).
    • Delete – delete those future shifts entirely.

  6. Attach any documents (resignation letters, settlement agreements).

  7. Review the summary and click Terminate employee.

After you click Terminate:

  • The employee’s status moves to Pending Termination until the actual termination is processed (see next section).

Step 2 – Integration to Employment Hero / SimplePay

Once you’ve completed the termination in Roubler:

  • The termination details are sent automatically to Employment Hero / SimplePay as part of the integration for that employee.

  • In SimplePay specifically:

    • A default termination code (e.g. Code 6 – Resigned) may be applied by default; you can then adjust the code in SimplePay if required.

What happens when termination is processed in Roubler:

  • Processed on the day after last day of employment, or within the next hour if the termination date is today.
  • Roubler will:
    • Delete any leave requests and timesheets after the last day of employment.
    • Block the employee from clocking in or submitting new leave/shift requests.
    • Change Location access to “Terminated” and mark the employee Unrosterable.
    • Apply the shift options you selected (unassign/delete).

If termination does not appear in SimplePay/EH after a reasonable time, see FAQ & Troubleshooting.

How to terminate an employee – PaySpace

For PaySpace integrations, PaySpace is the primary system for employee terminations. You end employment in PaySpace, and the change is then reflected in Roubler.

Step 1 – Terminate in PaySpace

  • Follow your standard PaySpace process to end an employee’s service and finalise their last pay.
  • This may include choosing termination reason codes, handling outstanding leave, and final payments – all within PaySpace.

Step 2 – Integration to Roubler

  • Once the employee is terminated in PaySpace and the integration runs, their employment status is updated in Roubler to reflect termination (e.g. Employment Status shows the end date and they no longer appear in active rosters/timesheets).

As HR Admin in Roubler:

  • Do not manually re‑terminate the same employee in Roubler if PaySpace is driving the change.
  • If a PaySpace‑terminated employee still shows as Active in Roubler after the next integration cycle, treat it as an integration issue (see FAQ & Troubleshooting).

What “Pending termination” means (and what to watch for)

After you initiate a termination in Roubler but before the termination is fully processed:

  • The employee’s status will show as Pending Termination up until:
    • The termination date if it is in the future, or

    • The termination is processed (usually the next day or within the next hour if today).

While status is Pending Termination:

  • You will see a Cancel Termination button in the Employment Status area.

  • You can still revert the termination and return the employee to Active if needed.

Once the termination has been processed:

  • The status changes to Terminated.

  • The Cancel Termination button disappears – you can no longer simply cancel; you must use Rehire/Reinstate if the employee returns.

What to watch out for:

  • Wrong termination date

    • If you set the wrong date and the termination has already processed, future timesheets and shifts may have been deleted and may need restoration by Support.

  • Integration delays

    • For SimplePay/EH, some terminations may not integrate if there are outstanding leave rules or data mapping issues (e.g. new requirement to specify how to handle outstanding leave).

How to reinstate an employee via the Terminated Employees report

There are two related concepts:

  • Reinstating – bringing a terminated employee back without creating a new payroll profile (often used for short gaps or cancellation of termination).
  • Rehiring – creating a new employment period (and in some regions a new payroll profile) from a terminated record.

1) Access the Terminated Employees report

  1. Go to Management → Reporting → Employees → Terminated Employees.

  2. Use filters to find the employee you want to bring back.

2) Reinstating from the report (region‑specific behaviour)

Depending on your configuration and region:

  • Singapore / Hong Kong / some SimplePay tenants:
    • The Terminated Employees report exposes a Reinstate button for each employee.
    • Clicking this and confirming will:
      • Change their status back to Active in Roubler.

      • Trigger a corresponding Reinstate action in the payroll engine (e.g. SimplePay or Talenox HK, which clears the job end date).

  • AU / NZ / UK:
    • You may see a Reinstate button on the report but the current recommendation is not to use it. Instead:
      • Use the report only to locate the employee.

      • Click through to open their profile and use Employment Status → Rehire / Reinstate (see next section).

If the employee’s termination date is more than 1 year ago:

  • They might not appear in the Terminated Employees report by default. You may need Roubler Support to make them visible before reinstating.

How to rehire an employee from their terminated profile

Use Rehire when the employee is returning in a new employment period (possibly with new terms, role, pay and/or probation).

Steps to Rehire from the terminated profile

  1. In Employees, filter Status = Terminated and open the relevant employee.

  2. Go to the Employment Status section.

    • You will see their employment history, including previous start/finish dates and termination reason.

  3. Depending on how they were flagged at termination:

    • If they were marked Re‑employable, you’ll see a Re‑Hire button.
    • If they were not, you may see Reinstate Employee or need Support to adjust the termination status.
  4. Click Re‑Hire and then:
    • Enter the new start date.
    • Update position, location and pay details.
    • Attach updated contracts/documents.

    • Decide whether to create a new payroll profile (where required by local rules) and/or send a new onboarding invitation.

For some regions (e.g. AU), if the employee has been terminated for more than a defined period (e.g. 3 months), you may be required to create a new payroll profile to separate employment periods.

Important good practices:

  • Do not change the email on an old profile to create a “new” employee; this is no longer supported and can cause onboarding and integration issues.

  • When rehired, employees should log in using “Existing user account / Log into existing account” if they already have a Roubler login, not create a new account.

Frequently asked questions and troubleshooting

1. Termination hasn’t appeared in SimplePay / Employment Hero

Possible causes:

  • The termination is still Pending Termination in Roubler (termination date in the future).
  • Integration error in the payroll engine (e.g. SimplePay requires instructions for outstanding leave balances).
  • General integration mapping issue for that employee.

Checks:

  1. Confirm the employee’s status is Terminated in Roubler (not Pending).
  2. Check for any integration error emails/logs indicating failed termination updates.
  3. For SimplePay, ensure outstanding leave is handled according to SimplePay’s current rules (e.g. balances paid out or cleared where required).

If still not resolved, Payroll/IT should raise a ticket including the employee ID and error details.

2. Termination hasn’t appeared in PaySpace / Roubler mismatch

If you use PaySpace:

  • Termination should be done in PaySpace first.

  • Roubler is then updated when the integration runs.

If an employee is terminated in PaySpace but still Active in Roubler (or vice versa):

  1. Confirm termination is fully completed in PaySpace.
  2. Check the integration status (tokens, company mapping, scope).
  3. If necessary, escalate to your integration owner or Roubler Support with screenshots and timestamps.

3. I set the wrong termination date and timesheets disappeared

When termination is processed, all future timesheets and leave requests after the last day of employment are deleted.

If you accidentally:

  • Used the wrong year/date and termination has already processed:
    • You may need Roubler Support to restore timesheets; this is not something HR can undo in the UI.

    • Support may temporarily reinstate the employee, restore timesheets, and then you can terminate again with the correct date.

4. How do I cancel a termination before it takes effect?

While status is Pending Termination:

  • A Cancel Termination button is available.

  • Click Cancel Termination and confirm to revert the employee back to Active.

After the termination is processed (status = Terminated):

  • The Cancel Termination button disappears.
  • You must use Rehire / Reinstate to bring the employee back.

5. Why can’t I see a terminated employee in the Terminated Employees report?

Possible reasons:

  • Their termination date is over 1 year ago, so they no longer appear in the standard report.

  • Their profile may have been deleted rather than terminated.

Actions:

  • For terminations older than a year, contact Support to make them visible again if you need to re‑employ or review them.

  • If the profile was deleted, use Settings → Restore Employee and follow your deleted‑profile recovery process.

Who to contact for help

  1. Internal HR / People & Culture
    • First line for:
      • Checking employment status, termination dates, re‑employable flags.
      • Confirming whether an employee should be Rehired or Reinstated.

      • Deciding how to handle shifts, leave and documents at termination.

  2. Payroll / Integration Owner
    • For:
      • SimplePay / Employment Hero / PaySpace termination sync issues
      • Questions about termination codes, leave payout and final pay interactions with payroll

      • Mapping rules and data flow between Roubler and the payroll engine

  3. Roubler Support
    • Escalate when:
      • You have confirmed the termination details in Roubler (dates, status, re‑employable, shifts) and checked local integration logs where applicable.
    • Include:
      • Company name and payroll engine (Employment Hero / SimplePay / PaySpace).
      • Employee full name and Roubler Employee ID.
      • Their current status (Pending Termination / Terminated / Active).
      • Exact error messages and screenshots.

      • Steps already taken (date corrections, integration checks, rehire/reinstate attempts).

Providing these details upfront helps Roubler Support and technical teams resolve termination and re‑employment issues quickly and safely.