In PeopleForce, employee statuses play a key role in how the system communicates with users. From onboarding to offboarding, here’s how different statuses affect email delivery and system access.
📌 Employee statuses: What they mean
Hired
This status is used when a candidate has accepted an offer and has a confirmed start date in the future. The person doesn't have the access to the system but is preparing to join the company.Employed
This indicates that the person is actively working in the company. Their start date has passed, and they have full access to the system.Terminated
This status is assigned when an employee has left the company. Access to the system is automatically revoked.
📧 How email communication works by status
For hired employees
All system emails — including preboarding forms — are sent to their personal email, if it is provided in the system. If no personal email is available, emails will be sent to the work email instead.
✅ This ensures that the person receives all onboarding communication even before gaining access to their work account.
For employed employees
The system gives priority to the work email. If both personal and work emails are available, notifications will go to the work email by default.
If only a personal email is available, it will be used until a work email is added.For terminated employees
No system emails are sent to terminated employees. Their access to PeopleForce is automatically disabled.
ℹ️ If full email access needs to be revoked, this should be handled on your side (e.g., via Google Workspace or Outlook) — or simply add it as a step in your Offboarding workflow to keep everything streamlined.
✅ Summary
Status | System Access | Email Sent | Priority Email |
Hired | ❌ No | ✅ Yes | Personal → Work |
Employed | ✅ Yes | ✅ Yes | Work → Personal |
Terminated | ❌ No | ❌ No | — |
Understanding these rules helps ensure a smooth experience during onboarding and offboarding, while also keeping your communication clean and consistent.