Introduction

This article explains what happens when an employee is terminated in your Microsoft Active Directory (AD), and how the employee is automatically set to inactive in BitaBIZ. You'll also get an overview of how Setup Admin and Payroll Admin can follow up – for example, by finalizing the employee's calendar.

💡 Note: If your organization is integrated with Microsoft Active Directory (AD), it's important that you do not manually set employees to inactive. This must be managed automatically!

✅ Checklist when an employee is terminated via AD

Terminations are managed by your Microsoft Active Directory (AD).
When an employee is terminated in AD, the employee is automatically set to inactive in BitaBIZ.
Master data and registrations are retained – but the employee is removed as an active user.
The employee can only be reactivated via AD
(so contact your IT department if the employee needs to be reactivated).
Payroll Admin can use Calendar Access to finalize the calendar and balances after termination.

How automatic offboarding works

When an employee is terminated in your central user management (AD), the following happens in BitaBIZ:

The employee is set to inactive with the termination date registered in AD.
Removed as a user from BitaBIZ. Status changes from active to inactive.

👉 Click: Setup Admin → Show inactive employees to see terminated employees and their termination dates.

Finalizing the employee's calendar (Payroll Admin)

Upon termination, there may be a need to follow up on the employee's registrations and balances.

Click: Payroll Admin → Employees → Calendar Access
Here, Payroll Admin can view and adjust the calendar for inactive employees.

ℹ️ Earning towards balances stops as of the termination date from AD. For vacation balance, this means that if the employee is terminated on the last day of the month, vacation earning stops from that date.

Important things to be aware of

Topic	What should you be aware of?
Termination date	The date is managed by AD and is automatically transferred to BitaBIZ. If the date needs to be changed, the employee can be reactivated and then terminated again with the new date.
Registrations	Master data and registrations are not deleted. Payroll Admin can follow up via calendar access and close out the employee's calendar.
Inactive employees	Can be found under: Setup Admin → Show inactive Payroll Admin → Calendar Access (dropdown with employees)
Reactivation	An employee can only be reactivated from your AD. Contact your IT department if the termination was registered incorrectly and the employee needs to be reactivated.
Payroll export	Future registrations for inactive employees are included in the payroll file. Therefore, it's important to finalize the calendar – for example, delete vacation that will not be used.

FAQ

Why shouldn't an Entra ID/AD user be set to inactive manually?

(Technical explanation)

When an employee is synchronized from Entra ID (Active Directory), Entra ID controls:

whether the employee is active
termination date
inactive status

If an AD user is manually set to inactive, the following happens:

The system registers that the inactivation is happening outside of Entra ID.
To prevent Entra ID from reactivating the employee, the employee's email address is put on a blocklist.
When an email address is blocked, the profile cannot be reactivated with the same email address – neither manually nor via Entra ID.
The profile becomes "locked", and both activation and editing of employment details are blocked.

Therefore:

👉 An Entra ID-synchronized employee should never be set to inactive manually.
Offboarding must always be done in Entra ID.

I have manually set an AD/Entra ID user to inactive and can't reactivate the employee – what should I do?

Reason

When an employee is manually set to inactive, the email address is blocked in the system. This means the profile cannot be reactivated with the same email address.

👉 What should you do?

🔁 If the employee is to be rehired:

You need to create a new profile for the employee
(do not reactivate the employee's old inactive profile)

Why?
The old profile contains history from the previous employment.
A new profile ensures correct separation of data between the old and new contract.

⚠️ If the employee was set to inactive by mistake:

The profile can be reactivated once BitaBIZ has updated the email on the inactive profile.

👉 Solution

Contact our online support and ask to speak with a human.

When you contact support, please provide the following:

The employee's email
Error code:
- AD1 (if it was a mistake)
- AD2 (if it's a rehire)

I have set an AD/Entra ID user to inactive and now can't edit the profile (e.g. employment date or termination date)

Reason

When an employee is set to inactive and the email address is blocked, the profile cannot be edited or reactivated with the same email address.

Solution

Contact BitaBIZ online Support and provide the employee's name so we can unlock the email field on the profile.
Then activate the employee with a temporary email address, e.g.:
[email protected]
Once the employee is active again:
- Edit the necessary information (e.g. employment or termination date)
- Then set the employee to inactive again with the desired termination date

How do I delete an employee in BitaBIZ?

If your organization is integrated with Microsoft Active Directory (AD), the employee should be terminated in AD as a rule. When the employee is terminated in AD, they are automatically set to inactive in BitaBIZ and can no longer log in.

If it is necessary to permanently delete all of the employee's data, registrations, and history, the employee can also be deleted in BitaBIZ. In that case, the employee must first be terminated in AD, after which you can find the employee in the employee list in Setup Admin and select “Delete employee”.

⚠️ Please note that deletion is permanent and cannot be undone.

What should I do when an employee is automatically set to inactive in BitaBIZ?