Your Hera account reflects your active workforce. If an Associate is no longer working—even temporarily—but remains marked as Active, they continue to appear in your dashboards, exports, and billing.
Maintaining up-to-date statuses is critical for clear reporting, correct roster views, and clean operations.
When Should You Change an Associate's Status?
Update an Associate’s status any time there is a change in their employment record, including:
Leaving the company
Taking extended leave
Failing onboarding
Being out on vacation or PTO
You should also align Hera statuses with updates in Amazon, ADP, or Paycom.
Associate Status Options
Each status is built to track workforce changes clearly:
Active – Currently working
Inactive – Terminated – Fully offboarded
Inactive – Medical Leave – Out due to injury or illness
Inactive – Personal Time/Vacation – On PTO or short-term leave
Inactive – Misc – Use for special cases (please include a reason)
Onboarding
Onboarding – Candidate is being onboarded; not billed
Inactive – Failed Onboarding – Onboarding not completed; not billed
How to Update Associate Status in Hera
Option 1: Updating Status from the Associate List
You can also update an Associate’s status directly from the Associate List, which is helpful when reviewing multiple Associates at once.
To do this:
Navigate to Associate Management > Associate List
Locate the row for the Associate whose status you want to change
Click the action menu (...) on the right side of the row
Select Change Status
Choose the new status from the dropdown
Enter a reason (optional but recommended)
Click Update
This method works for all Associates, including those currently listed as Onboarding. If an Associate is not moving forward, change their status to Inactive – Failed Onboarding to ensure they are excluded from billing.
Option 2: From the Associate Profile
You can also search for an Associate directly using the search bar at the top of the page to quickly open their profile or locate them in the Bulk Update list.
Open the Associate’s profile
Click the status badge
Select a new status
Optionally enter a reason
Click Update
Option 3: From the Bulk Updates Table
Go to Associate Management > Bulk Updates
Click the pencil icon next to the Associate’s status
Choose a new status
Add a reason if applicable
Click Update
Why This Impacts Your Bill
Hera only charges for Associates marked as Active. If someone isn’t working but still has an active status, your monthly bill will reflect them as billable—regardless of whether they showed up or not.
Keeping statuses accurate is the only way to ensure billing aligns with your real headcount. By routinely updating statuses, you avoid unnecessary charges, especially for Associates on leave, PTO, or those who never completed onboarding.
If you’d like help auditing your Associate list or applying updates in bulk, we’re here to support you.