? Goal

Process crew terminations properly with complete documentation so you’re protected against wrongful termination claims and unemployment insurance increases. When done right: clean exits, defensible records, no legal surprises.

⚠️ Why This Matters

Poor documentation costs money. Terminate someone without a paper trail and they file for unemployment. You contest but have no documentation of warnings. You lose. Unemployment insurance premiums increase $3,000-$5,000 per claim. Over a year with 5-10 contested terminations: $30,000-$50,000 in avoidable costs.

Good documentation protects you. Complete trail (warnings → violations → final incident) means 85% win rate on contested claims vs 30% without documentation. Workers can’t claim “fired for no reason” when you have dated, signed documentation.

? When to Do This

As needed, don’t delay: - Immediately when manager submits termination request - End of day for voluntary resignations - Same day for involuntary terminations

Delayed terminations = continued system access (security risk) + continued job assignments (liability risk) + incomplete documentation (claim defense risk).

✅ Steps to Complete

The flow: Check documentation → Verify assignments → Process exit → Archive. Done.

1. Check the documentation trail (2 minutes)

Before processing anything, verify the paper trail exists.

Pull up worker profile → Violations tab → Check for progressive discipline: verbal warning → written warning → suspension → termination.

If involuntary termination and no prior warnings: STOP. Don’t process yet. Send back to manager: “I need dated documentation of prior warnings before I can process this.”

For voluntary resignations, check Notes tab for exit interview or resignation letter.

2. Run future assignments check (1 minute)

Make sure they’re not scheduled for upcoming work.

Scheduling → Future Jobs Report → Filter by this worker → Check next 30 days. If assigned to anything, reassign those jobs first. Don’t leave gaps.

3. Process the termination (3 minutes)

Open HR record → Edit: - Termination Date — Actual last day worked - Termination Reason — Be specific (matters for unemployment claims) - Account Disabled — Check box (revokes app access immediately) - HR Status — Change to “Terminated” - Save

Done. They lose system access immediately.

4. Archive the documentation (2 minutes)

Attach final documents to profile:

Profile → Documents tab → Upload: - Resignation letter (if voluntary) - Final violation documentation (if involuntary) - Exit interview notes (if conducted) - Property return receipt (keys, badges, uniforms)

Label clearly and save.

5. Update tracking (2 minutes)

Log in your tracking sheet: Termination date, reason, voluntary vs involuntary, whether you’ll contest unemployment.

Total: 10 minutes. Move on to next priority.

❌ Common Mistakes

Don’t process involuntary terminations without documentation

If someone’s getting fired and you don’t see at least 2 prior warnings in Violations tab, don’t process it. You’re setting yourself up for a lost unemployment claim. Send it back to manager: “I need dated documentation of prior warnings.”

Don’t delay voluntary terminations

Worker gives 2 weeks notice, you wait until last day to process it. They still have system access, still getting shift notifications. Confusing for everyone. Process the termination day they give notice, set termination date for their last day. Clean and clear.

Don’t delete terminated workers

Never use Delete button. Change status to “Terminated” and archive. You need their history for unemployment claims, reference checks, rehire decisions. Deleting = losing your defense.

Don’t use vague termination reasons

“Performance issues” tells you nothing 6 months later when unemployment claim comes in. Be specific: “No-call-no-show on 3/15 after 2 prior attendance warnings” or “Voluntary resignation - accepted position elsewhere.” Specific reasons = defensible claims.

⚡ What’s Automated

System handles automatically: - Revokes app access when you check “Account Disabled” - Removes from all future job assignment algorithms - Archives profile (doesn’t appear in active worker lists) - Preserves full history for reporting and compliance

You must do manually: - Verify documentation exists before processing - Select accurate termination reason - Conduct exit interviews for voluntary resignations - Archive final documents to profile

System does access revocation and archiving, you do documentation verification and decision-making.

⚖️ Legal Notes

Record retention: Keep terminated worker files 7 years minimum (some states require longer). Never delete.

Final pay: Most states require final paycheck within 72 hours to 30 days depending on voluntary vs involuntary. Check your state law.

Unemployment claims: You have 10 days to respond in most states. System termination date and reason are your starting point, violation documentation is your defense.

❓ FAQ

Q: What’s the difference between terminating vs marking inactive?

A: “Inactive” is temporary — seasonal workers, on leave, taking a break. They keep app access. “Terminated” is permanent — employment ended, app access revoked, profile archived. Use Inactive for seasonal/temporary, Terminated for actual exits.

Q: Can I undo a termination?

A: Yes. Edit profile → Change HR Status to “Active” → Uncheck “Account Disabled” → Save. Access restores immediately. Only do this for genuine errors, not as disciplinary tactic.

? Track Success

Primary KPI: Unemployment Claim Win Rate

Where to find it: HR → Reports → Unemployment Claims Report → Filter “Contested” → View Win/Loss ratio

Target: 85%+ (industry average with good docs is 80-85%, without docs is 30%)

What good looks like: Contest 10 claims, win 8-9 because your documentation is complete and defensible.

? Free Resources

Download: Termination Checklist & Documentation Template (PDF)
Pre-termination checklist (future assignments, documentation review, property return), termination documentation template with required fields, exit interview question guide, state-by-state final pay requirements chart.

Download the Termination Checklist (free)

Blog: How to Win Unemployment Claims: The Documentation That Matters

? Next Step

Next time a termination request comes in: Don’t just process it. Pull up Violations tab first. Check for prior warnings. If not there, send it back for documentation. That 30-second check saves you $3,000+ in unemployment claim losses.

☑️ Confidence Check

Before processing your next termination:

☐ I check Violations tab for prior warnings before processing involuntary terminations

☐ I run Future Jobs Report to verify no upcoming assignments

☐ I know where to archive final documents (Documents tab → Upload)

If you can’t check all three, re-read Steps section and try it with a test record.