How to Rehire a Returning Employee

About this article: Rehiring creates a new employment period for a returning employee while preserving all prior history. There are three ways to trigger a rehire in PickTrace: from the employee profile, via duplicate SSN detection, or via biometric (facial recognition) detection. Contact your PickTrace account representative if you'd like to use biometric rehiring but are unaware if you have access to it or not.

Option 1: Rehire from the Employee Profile

1. Go to the employee's profile and select Rehire in the Employment section.
2. If the employee is still active, the system archives their current employment first, then starts the rehire flow.
3. On the Onboarding Setup page, confirm the Hire Date and Start Date.
4. Complete onboarding as usual.

Option 2: Rehire Via Duplicate Social Security Number (SSN) Detection

1. From the Onboarding page, select Hire and enter the employee's information.
2. When a duplicate SSN is detected, choose from the three options:
   1. Rehire — starts a new employment period (use for most returning employees).
   2. Update Docs — reuses the current employment period (for returns within ~4 months).
      1. This is a good process for updating documents when you don't want to rehire the employee.
   3. New Hire — creates a new profile (do not use for returning employees).
3. Select Rehire and complete onboarding.

Option 3: Via Biometric (Facial Recognition) Detection

1. From the Onboarding page, select Hire and upload the employee's photo.
2. If a facial match is found, the same three options appear.
   1. Rehire — starts a new employment period (use for most returning employees).
   2. Update Docs — reuses the current employment period (for returns within ~4 months).
      1. This is a good process for updating documents when you don't want to rehire the employee.
   3. New Hire — creates a new profile (do not use for returning employees).
3. Select Rehire and complete onboarding.

⚠️  Never select New Hire for a returning employee. This creates a duplicate profile and breaks employment history. If you made this mistake, contact support.

Important Notes

• Always archive employees when they stop working — this assigns a termination date and keeps the timeline accurate.
• Rehire Date is not set automatically. If your payroll or HR export relies on it, enter it manually in the employee profile.
• To adjust employment dates after rehiring, go to the employee profile > Edit Employment.