Lock an Employee ID

These steps explain how to lock an employee profile in cases where the employee quit or was terminated.

When an employee leaves, it is a good practice to lock an employee ID prior to archiving it, as the ID will still appear on certain reports and screens even after termination. The higher the level of the employee, the longer they should remain in the locked status. Lock the employee IDs for no less than one audit period (12-18 months).

  • Do not remove tools or otherwise change the employee profile before you lock it. This ensures that you retain an audit record of the permissions that were assigned when this person was still in your employ.

AuditLink recommends locking an employee ID for the following intervals, depending on position:

  • Tellers- 18 months

  • Loan Officers- 36 months

  • Branch Managers- 36 months

  • Back Office- 36 months

  • Upper Management- 5 Years

  1. Launch Tool #327 Employee Security.

  2. Select the employee profile.

  3. Choose the Del/Archive/Lock option.

  4. Choose Lock ID temporarily.

  5. Click Process.

  6. A confirmation will appear. Select Add/Update to complete the lock.

After the profile has been locked, complete the following steps to document the lock for housekeeping purposes:

  1. On the dashboard for Tool #327, select the employee profile and choose the Empl Profile option.

  2. Document the date that the employee left your employment in the Comments field.

  3. Remove the Team code.

    • This ensures if the Team code’s tools or security change, the employee profile’s tools and security are not adjusted.

  4. Type a few Zs in front of the employee name. Then when you sort by the Name column, these employee profiles are sorted to the bottom of the list.

  5. Use the forward arrow to save these changes.

Learn More

Learn more about locking employee IDs.
Learn more about archiving employee IDs.
Learn more about employee security.