Rehires in Namely (using the Rehire Form)

How to accommodate rehires in Namely, including tracking their original start date and rehire date via custom fields. In addition, if you use Namely for payroll, how to update a rehire’s salary information and ensure they are included in payroll. If you use Namely for benefits, how to update a rehire’s demographic record to address benefit waiting periods. 

CREATING CUSTOM PROFILE FIELDS FOR REHIRES

If you are rehiring an employee who previously had a profile in Namely, you can use custom fields to track any historical data (like previous Start Dates and Departure Dates).

Refer to this video: Creating custom profile fields for rehires

To create custom profile fields you can use to track a rehire’s previous job information:

1. In the navigation bar, click Company.

2. Click Settings.

3. Click Profile Fields.

   

4. Click Add Custom Panel.

   • Enter a title for whatever information you want to track, for example, Previous Start Date or Previous End Date.

5. Scroll down to your new panel and click Add Custom Field

• Enter details for the field and select the appropriate field Type.

6. For previous start dates, select the Date field type.

7. For other information (e.g., previous job title details), select the Text field type.

8. Click Save.

   
   
   
   
   TIP:

   Your rehire will retain access to all past payroll documents from their original hiring period, including pay stubs, W-2s and 1099s. 

Adding Data to an Employee Profile

Once you have created these custom fields in your Namely site, you can update them for a particular employee. Start by going to the employee's profile, then click the three dots in the upper right hand corner > Edit:







On the following screen, you can edit any information on the employee profile, including data in the custom fields you just created.

PROCESSING A REHIRE

Permissions

Any user with the Administer onboarding sessions permission enabled can rehire an eligible employee.

TIP:

Make sure the field-level permissions for the fields in the Rehire Form are set to Read and Edit for the applicable roles in your organization. Refer to Field Group Bundle Permissions for more information on how to update these field-level permissions.

The fields on the form that may require permission updates are: Start Date, Access Role, First Name, Middle Name, Last Name, Personal Email, Company Email, Home Address, Job Title, Salary, Salary History, Manager, Include in Payroll, Pay Group, and Subsidiary.

How to Rehire a Terminated Employee

If you need to rehire a terminated employee (and have already saved any desired historical data using the custom fields process outlined above):

1. On the employee’s profile, click the three dots in the upper right hand corner > Rehire.

   • Note: The Rehire button will only display if the employee has been assigned a termination date which is less than or equal to the current date.

2. Enter a new Start date for the employee, and validate/update any additional employment details in the following fields- e.g., contact information, Job Title, Reports To, and current salary information.

   • For employees who will be included in payroll, please be sure to click Add New Salary Record and provide current wage information here- this current wage will help ensure that the employee can be correctly included in a future payroll.

3. Confirm that you want to rehire the employee by clicking Rehire.

   • Note: When you click Rehire, the employee's Start Date will become their new Start Date. Please be sure to make a note of the original Start Date before clicking Rehire.

     

What Happens After Rehiring

After clicking the Rehire button, the following fields on the employee’s profile will be immediately reset:

• Departure Date

• Termination Reason

Note: The rehired employee’s user status will become active on the new start date. 

Updating Required Profile Fields

After submitting the rehire, you’ll need to update any employee profile fields that were end-dated when the employee was terminated.



If you use Namely for Payroll, you can easily see which fields need to be updated:

1. Select the Include in Payroll checkbox in the Current Payroll Information section of the employee’s General profile tab.

2. Click Profile Status in the Admin Tools section of the Namely homepage to see and complete any required profile fields for the employee.

 TIP:

Please read our Best Practices for Rehire Benefits for more information!