If an employee is leaving the company, you might want to deactivate them from Kota and remove them from the benefit package they were enrolled in. Bear in mind that removing someone will automatically cancel their benefits - whether they have healthcare, pension benefits or life assurance. It's also worth noting that deactivation can result in additional fees if the person is in the middle of an annual policy - learn more about cancellations here.
Below you can find the steps to follow to remove employees from Kota, depending on whether you've integrated your HRIS with Kota or not.
My HRIS is integrated with Kota
My HRIS is integrated with Kota
If you have an HRIS integration, there's no need to delete an employee directly on Kota's platform. In fact, you cannot even do so, as the HRIS is considered the source of truth. Therefore, you'll need to remove this employee from your HRIS, which will automatically delete this person from Kota too.
Which actions on HRIS can cause employee deactivation in Kota?
deleting the employee
terminating the employee
any other action which causes the employee’s current employment to be in an “inactive” state
What if the termination date is in the future?
The removal from Kota will be performed on the termination effective date.
I have no HRIS integration
I have no HRIS integration
Go to the People page of your employer account and select the person in question by clicking on the pencil icon on the right hand. On their profile, click on 'Deactivate' and confirm this action.
In case your employee was enrolled in any benefits, you'll be required to add the reason for deactivation and its effective date.
When confirmed, they'll be completely removed from your organisation and their plan. The change will be reflected in your invoice the following month. We won't keep charging you for people you don't have.
If you'd just like to remove someone from a plan but keep them in your People list, please contact us at [email protected].