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Rehiring, Restoring or Transferring an Employee: Which Option and What Happens to Their Data

Restore vs create-new when rehiring, why old carry-forward leave can reappear, how to zero it, and how to handle inter-company transfers and contract renewals.

Rehiring an ex-employee: restore the old profile or create a new one?

Both methods are valid — see Rehire a Resigned Employee for the full comparison. In short: create a new profile to keep the two employment periods as separate records; restore the old profile to keep everything in one place — but a profile holds only one join date and one employment end date, so restoring and updating the dates erases the previous ones.

"We rehired him as NEW staff, but his old carry-forward Annual Leave is still there"

This happens when the old profile was restored (reactivated) rather than a new one created — the system keeps all previous records, including the carry-forward balance. If the employee should start fresh, set the old carry-forward to zero:

  1. Go to HR Lounge > Leave > Leave Type & Policies.
  2. Find Annual Leave and click View Details.
  3. Click Initial Balances.
  4. Search the employee's name and click Edit (pencil icon).
  5. Change the Carry Forward value to 0, then Save.

Transferring employees between companies in the same group

If the employees already have profiles in BrioHR, you do not need to create new profiles or contact support. On the effective transfer date:

  1. Update their employment information (department, office, job details) — and their Payroll Center assignment if it changes.
  2. Assign the new entity's leave policy:
    • HR Lounge > Leave > Leave Policies > Assign Policy, or
    • HR Lounge > Employee Management > choose employee > Leave Policies
  3. Review the leave entitlement; carry any balance over via the Initial Balance setting if needed.

Make the changes effective from the official transfer date, not before. To record the job change itself, use the Edit button at the top of the profile (the button at the bottom edits past job titles).

FAQ

Q: An employee's contract ended and was immediately renewed (e.g. ends 31 July, new contract 1 August). What should we do in BrioHR?

If there is no employment gap and job history should be kept, do NOT end employment — update the job history instead (add a new job record) and update the employment type, job grade, etc. as necessary.