---
title: Managing Floating Employees in Sprout HR
---

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# Managing Floating Employees in Sprout HR

Currently, Sprout HR does not have a native, automated feature that automatically tags employees as "Floating" or temporarily disables their portal access while excluding them from payroll.

In this article, **“Floating” refers to an employee who is temporarily not assigned to active work or a regular work schedule but remains an active employee in the company’s records**.

For the purpose of this article, a floating employee may have the following circumstances:

- Temporarily not reporting for work or not assigned to a current work schedule.
- Temporarily excluded from payroll processing because there is no payable compensation for the period.
- May need their access to certain company or employee portals to be restricted temporarily, depending on the company’s internal policy.

To manage floating employees efficiently without requiring them to file leave applications, administrators can use the following standard workarounds.

### **Workaround 1: Update Employment Status (e.g., Sabbatical)**

You can temporarily change the employee's status in Sprout HR to **Sabbatical** to exclude them from payroll and reflect their "no work, no pay" status.

Tagging an employee with a **Sabbatical** status temporarily excludes them from payroll processing during a suspension or floating period without needing to offboard them from the system.

| **Employment Status** | **Status on HR** | **Status on Payroll** | **System Access** | **Payroll Inclusion** |
| --- | --- | --- | --- | --- |
| **Sabbatical** | Active | Inactive | Retained (Can log in) | Excluded (No payout) |

**Note :** Changing the status to Sabbatical does not disable portal login. The employee can still log into Sprout HR during their floating period to clock in/out or submit attendance/leave applications.

**Important Note: Why Changing Status to "Inactive" is Not Recommended**

**Restricted Access Employment Statuses** Updating an employee's status to **Resigned**, **Terminated**, **AWOL**, **End of Contract**, or **OJT-Ended** automatically revokes system access.

**Impacted Actions**

- Clocking in or out
- Submitting HR applications such as Overtime, Leave, Certificate of Attendance and Official Business

**Other Important Considerations when tagging the Employee with Sabbatical Employee status**

- **Impact on Leave Credits:** Changing an employee's status triggers their leave plan rules and resets/adjusts their credits. When you restore their status back to Probationary or Regular post-suspension, you must manually restore their leave balances.
- **Required Pre-Step:** Before updating their status, generate and save reference reports
  
  1\. [How to Generate Leave Report](https://www.google.com/search?q=https://guide.sprout.ph/hc/en-us/articles/360021671954)

2\. [How to Generate Remaining Leave Credits](https://www.google.com/search?q=https://guide.sprout.ph/hc/en-us/articles/360021871273)

- **Required Post-Step** (After restoring status from Sabbatical to Active

**1. Restore Employment Status:** Update the employee's status in Sprout HR back to **Probationary** or **Regular**.

**2. Manually Restore Leave Balances:** Refer to the exported reference reports (*Leave Report* and *Remaining Leave Credits Report*) from the pre-step and manually adjust/re-credit the employee's leave balances via the Leave Credits module. [How to Manually Add or Deduct Leave Credits](https://guide.sprout.ph/how-to-manually-add-or-deduct-leave-credits?hsLang=en)

### **Workaround 2: Restrict System Access**

If you want to prevent floating employees from logging into the portal, clocking in/out, or filing leave/attendance applications without altering their employment status, you can manually restrict their login credentials:

1. Go to the employee's profile in Sprout HR.
2. Temporarily edit their **Primary Email Address** to a placeholder address (or an internal HR admin email).
3. Change or reset their password directly in the portal.

This prevents the employee from accessing the system or triggering self-service password resets during their suspension period. Once the floating period ends, restore their original primary email and reset their access.

Please note if the account remains active, the employee will still be reflected in Payroll. As such, you need to manually exclude the Employee from the Payroll run. [How to Exclude Employee's Salary in Sprout Payroll](https://guide.sprout.ph/how-to-exclude-employees-salary-in-sprout-payroll?hsLang=en)

If the objective is to **automatically exclude an employee from payroll while also preventing access to Sprout HR during the sabbatical period**, the recommended approach is to:

1. **Set the employee's status to Sabbatical** to reflect their temporary leave status and support the appropriate payroll exclusion, where applicable.
2. **Restrict the employee's HR access** by changing the registered email address and password associated with their Sprout HR account for the duration of the sabbatical.
3. Upon the employee's return, **restore their original email address and access credentials** and verify that the employee is included in the appropriate payroll processing again.

This approach addresses both requirements: **payroll exclusion** and **temporary HR system access restriction** during the sabbatical period.

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