HRStop User Status

HRStop's user management system segments users based on their current employment state, system access, and HR lifecycle stage. Understanding these distinctions ensures optimal license usage, data accuracy, and regulatory compliance.

Standard (Unarchived User)

Standard users are the set of employees who actively participate in the organization’s HR operations and are part of the live, actionable database. These users are included in workflows, analytics, and system activities, and are considered the core operating user base of the platform.

They may have different system statuses like Active, Inactive, Pending, or Rejected, but they are still part of the system's operational layer.

Key Highlights of Standard Users:

• Operational Users: Represent employees involved in ongoing HR processes, workflows, and system operations.
• License-Consuming: They occupy a license seat because they remain in the active database and are available for actions, reports, and access.
• Available in Real-Time Data: Appear in dashboards, reports, filters, notifications, and analytics for day-to-day HR decisions.
• Participate in Workflows: Can be assigned tasks, approvals, communication, and other workflow items.
• Admin Manageable: Their details, roles, access, and status can be updated by admins at any point. 

Active Users

Active users are employees who are currently employed in the organization and have full access to the HRStop system. They actively interact with the platform, participate in HR workflows, and utilize available modules based on their role and the organization's subscription.

These users are a subset of standard users and represent the fully engaged workforce using HRStop for day-to-day operations.

Key Highlights of Active Users:

• License-Consuming: Every active user consumes a valid license, as they are fully operational within the system.
• Full Login Access: Can log in and access the HRStop platform as per assigned roles and permissions.
• Role-Based Functionality: Access is controlled through defined roles such as Employee, HR, Manager, etc.
• Participates in All Workflows: Included in approval chains, notifications, tasks, and other real-time HR processes.
• Visible in Analytics & Reports: Reflected across dashboards, reports, and organizational summaries.
• Access to Procured Modules: Can use modules like payroll, attendance, leave, performance, and more, depending on the organization's subscription and configuration.

Inactive Users

Inactive users (also referred to as deactivated users) are employee profiles that are fully active within the HRStop system from an administrative and functional perspective, but do not have login access to the self-service portal.

They are a subset of standard users and continue to consume a license because their profiles remain operational, accessible, and involved in system workflows.

Even though the employee cannot log in, the profile is actively used by HR/Admins for all actions such as payroll processing, documentation, reporting, compliance, historical tracking, and more.

Key Highlights of Inactive Users:

• License-Consuming: Since their data remains part of the operational system and is available for actions, inactive users consume a valid license.
• No Self-Service Access: Employees cannot log in or perform any self-service actions.
• Fully Functional for Admins: HR and Admins can view, edit, and perform all system actions on these profiles – including payroll, compliance, document tracking, or audit processing.
• Part of All Reports & Workflows: Included in dashboards, analytics, and historical workflows (e.g., past approvals, exits, performance reviews).
• Status Can Be Changed Anytime: Easily reactivated or moved to archive as per organizational requirement.

When to Use Inactive Profiles (Use Cases):

1. Long Leave or Sabbatical: Employees who are temporarily away but are expected to return – you want to retain their records and re-enable access later.
2. Under Disciplinary Suspension: Staff currently suspended, where login access is revoked, but admin still needs full access to their data for compliance and communication.
3. Recent Exits or Offboarding in Progress: Employees who have exited but for whom final payroll, F&F, document clearance, or compliance actions are still pending.
4. Contractual or Seasonal Employees: Temporary workers not currently engaged, but whose data must be retained for seasonal rehiring or auditing.
5. Background Verification or Legal Hold: Former employees whose records are needed for background checks, statutory filings, or legal requirements, but not meant to be archived yet.
6. Access Restriction for Non-Compliance: Users whose access is temporarily blocked due to pending documentation or mandatory onboarding formalities.

Pending Users

Pending users are employee profiles that have been created in the system but are awaiting admin approval before they can access the HRStop platform. These users typically enter the system through automated methods such as ATS integration or self-registration, and their profiles remain securely held until validated by the admin.

They are a subset of standard users and are counted towards active license usage from the moment their profiles are created.

Key Highlights of Pending Users:

• License-Consuming: Even though they do not have system access yet, pending users occupy a license because their data is stored in the live database and available for review.
• No Self-Service Access Yet: Pending users cannot log in or interact with the system until explicitly approved by an admin.
• Admin Visibility & Control: Admins can view, verify, update, or delete pending profiles at any time from the backend.
• Secure & Controlled Access Flow: Helps ensure that only verified individuals gain entry into the HR ecosystem, maintaining data security and integrity.

Common Sources of Pending Profiles:

1. Self-Registration Portals: Candidates or employees filling out forms via the company’s public HRStop registration page.
2. ATS Integration: Automatic profile creation for shortlisted candidates once they’re moved to the "hired" stage in the Applicant Tracking System.
3. Bulk Uploads or API Syncs: When employee data is pushed in bulk or synced from external systems and marked for admin review before activation.

Rejected Users

Rejected users are profiles that were initially created in a pending state—typically through self-registration or system integrations—but were explicitly declined or rejected by the admin after review. These profiles never gain access to the system and are retained solely for audit, compliance, or tracking purposes.

They are a subset of standard users and remain in the live database until deleted or archived by the admin.

Key Highlights of Rejected Users:

• No System Access: These users cannot log in or interact with the HRStop platform at any stage.
• License-Consuming: Rejected users are counted under standard license usage since their data remains part of the active database until manually removed or archived.
• Admin Visibility: Admins retain full access to the profile data for internal records, audit tracking, or compliance reviews.
• System Integrity & Security: Helps prevent unverified or unauthorized users from entering the system, ensuring controlled access at all times.
• Actionable by Admins: Admins can update status, delete, or archive the rejected profile if no longer needed.

Typical Scenarios for Rejection:

1. Invalid or Duplicate Registrations: Same user registers multiple times or with incorrect details.
2. Unqualified Candidates via ATS: Profiles pushed from ATS mistakenly or for candidates who were later dropped post-offer.
3. Unauthorized Sign-ups: Self-registrations from individuals who are not part of the hiring pipeline or internal workflow.

Archived Users

Archived users are employee profiles that are no longer part of the organization’s active operations and are moved to a cost-effective archive state. Their data is securely retained in the HRStop system for compliance, audit trails, or historical reference, but they are excluded from standard license usage and billed at a separate, lower rate.

Archived users are not a part of the standard user pool and are counted under a separate archive license category.

Key Highlights of Archived Users:

Do Not Consume Standard License: Archived users are excluded from real-time operations and do not occupy a standard (active) user license.

No Login Access: These users cannot log in or interact with the system in any way.

Hidden from Active Interfaces: Archived users are removed from all dashboards, filters, reports, and workflow assignments, keeping the system clean and focused on current operations.

Data Retained Securely: Complete historical data remains accessible to admins for audit purposes, exit verification, compliance checks, or legal queries.

Admin Access Only: Only authorized admins can view or restore archived profiles as needed.

Can Be Reactivated: Archived profiles can be restored and reactivated if the employee rejoins or data needs to be re-processed.

When to Use Archived Profiles (Use Cases):

1. Employee Exit: For employees who have formally resigned, been terminated, or left the organization.
2. Retirement or Contract Completion: When employees exit after retirement or the end of a project-based or contractual role.
3. Permanent Inactivity: For users who will no longer need system access, such as long-term unpaid leave cases not expected to return.
4. Historical Clean-up: When you want to retain records but remove old, inactive profiles from day-to-day operations and reports.
5. Compliance and Audit Preparation: To maintain a secure and legally compliant archive of past employee data without cluttering the active user base.

 Tabular Representation: