This article explains how to use the rehire feature in Personio to rehire a former employee. With this feature, you can transfer all employee data from the inactive employee profile to a new one. You can do this as long as the original profile is inactive and the termination date is in the past.

Note:
We advise against reactivating an employee's previous profile by switching their status from Inactive to Active, as this can affect report data and employee history. 

Before you start

To rehire a former employee, you need the following permissions:

• Edit rights to Configuration > Add new employee/Rehire employee.
• View rights to the profile section with the Status attribute

To see the Other contracts drop-down menu of a rehired person, you need the following permissions:

• View rights to the profile sections with the Hire date and Status attributes.
   

Create a new profile using an inactive profile

1. Open the employee's previous profile, now showing as Inactive.
2. Click the three-dots icon, and select Rehire this person.
3. Review the employee’s previous employment data. If needed, update some attribute values to match the information from the new contract, such as the new Hire date and Position. The hire date for the employee's new profile must be later than the termination date of the previous profile.
4. In Transfer previous profile details, select the first option. This automatically transfers all custom attribute values from the employee's previous profile to the new one. Attributes marked as unique IDs in the Employee Information settings (including Payroll-related attributes) don't carry over to the new profile. You need to fill them in at a later time.
5. Decide if you want to keep the employee's old email by transferring it to the new profile or enter a new email address. If you decide to transfer the old email, Personio adjusts it in the old profile by adding an underscore and a random five-character hash, allowing it to be reused.
6. Decide if you want to create a new Personio login for the rehired employee. This automatically emails the rehired employee with login instructions.
7. Click Rehire to create the new profile.

You can access the employee's previous profile using the dropdown in the profile header.
 

Review the Personal Info tab

If you selected the Copy all other attributes from their previous profile checkbox while creating the new profile, all data from the Personal Info tab automatically carries over to the new profile.

To review and add additional data, follow these steps:

1. Go to the Personal Info tab in the employee's new profile.
2. Review the full list of attributes that carried over to the new profile.
3. Set values for the Unique ID attributes that did not carry over to the employee's new profile. You can reuse the same values from the previous profile.
4. If applicable, review your integration setup to ensure employee profiles do not appear duplicated in your integration tools.

Note:
Tenure does not carry over from the employee’s previous profile to the new one. If needed, you can record the original Hire date in the new profile by creating a custom attribute or by using the Notes feature.

Fill in the remaining tabs

With the rehire feature, all employee data from the Personal Info tab carries over as long as you select the Copy all other attributes from their previous profile checkbox.

However, you need to provide data for the remaining Employee profile tabs, such as Documents, Salary, Time off, and Attendance separately. You can do so manually by going into each tab, or by importing the data.

Regarding the Onboarding tab, you can assign an onboarding process to the employee to initiate the required onboarding steps. You can also assign them an employee role to restrict access to certain areas and data sets.

Edit the employee's previous profile

You can usually edit the employee data on the Personal Info tab of the employee's previous profile, but some restrictions apply:

• Status: You cannot change the status from Inactive to Active.
• Termination date: You cannot set the termination date to be the same as, or after, the hire date in the employee's new profile (or the next one in cases of multiple rehires).
• Termination record: You cannot remove or delete the termination record.
• Document access: Employees cannot access documents from their old inactive profile. You can access these documents by creating a company data export.