Employee Retirement Age

by Viindoo

4.9

$ 25.58

v 19.0 0

Lines of Code	1102
Technical name	viin_hr_retirement_age
License	OPL-1
Website	https://viindoo.com/apps/modules/19.0/viin_hr_retirement_age
Read description for	v 17.0 v 18.0
Required Apps	Discuss (mail) Employees (hr)
Included Dependencies	Advanced HR Management

Odoo Community

Odoo Enterprise

Know who retires next, and warn the right people in time

For HR managers, executives and teams running Odoo

Forecast the retirement date of each employee from configurable retirement ages and warn the people in charge before it comes.

Employee Retirement Age: the expected retirement date and time left on an employee

Is this you?

‣

You learn that an experienced colleague is retiring when the notice lands on your desk.

‣

Retirement dates live in a spreadsheet that drifts out of date as soon as a birthday is corrected.

‣

The retirement age is not the same for everyone, and one number for the whole company does not fit.

‣

An employee's retirement date reveals their age, and it should not be readable by every colleague.

‣

Reminders depend on somebody remembering to look at the calendar.

What changes

Notice lands on your desk

→ Get a warning activity before the date, for the people you choose.

The spreadsheet drifts

→ Every employee shows an expected retirement date that follows the birthday and gender on file.

One number does not fit

→ Set the company default once, then refine it with rules by gender and birth date range.

The date reveals the age

→ Only HR Officers and HR Managers see the date; it stays off the public profile.

Nobody remembers

→ A daily check does the remembering and warns once per employee.

How it works

System Administrator

Sets the default retirement age, the warning window and the people to warn.

HR Manager

Adds retirement age rules by gender and birth date range when one age does not fit everyone.

HR Officer

Reads the expected retirement date on each employee and filters who retires in a period.

Notified colleague

Receives the warning activity before the date and prepares the handover.

Key Features

⚙

Retirement Age settings

Set each company's default retirement age (65 years out of the box), the warning window and the people to warn.

☰

Retirement Age Rules

Set a different retirement age for groups of employees by gender and birth date range, with a rule for Any gender as the fallback.

📅

Expected Retirement Date

Know when each employee retires and how long is left, visible to HR only.

🔍

Expected Retirement Date filter

List the employees retiring in a month, quarter or year to plan successions.

⚠

Retirement Warning

Warn the chosen people with an activity before an employee retires, once per employee, never for employees who have left.

Who it is for

HR Manager

Plans successions and recruitment early, and keeps the retirement rules of the company in one place.

CEO or executive

Sees departures coming instead of discovering them, and protects know-how before it leaves.

HR Officer

Reads every employee's expected date and filters who retires this year without a spreadsheet.

Odoo implementer

Configures ages, rules and recipients in Settings, with no code and no country-specific content.

Best for: HR teams of companies that want to see retirements coming and hand over know-how calmly.

Set the defaults and who is warned

Refine the age with a rule

See the date on the employee

Find who retires in a period

Read the warning in time

Frequently Asked Questions

Does it end the contract or archive the employee?

No. It forecasts and warns; HR decides and records the departure.

Which retirement age does it use?

65 years for every gender out of the box. You change it in Settings, or add rules by gender and birth date range. No country-specific age is shipped.

Who can see the retirement date?

HR Officers and HR Managers. It is hidden from other users and from the public employee profile.

Can each company use its own ages?

Yes. The defaults, the rules, the warning window and the people to warn belong to each company.

Will the same employee be warned again and again?

No. An employee is warned once; an employee who has already left is never warned.

Need help with Employee Retirement Age?

Pre-Sales & Partnership

Technical Support

Open a support ticket

Technical Requirement

Odoo version: 19.0
Editions: Odoo Community, Odoo Enterprise
Required modules: Advanced HR Management
License: OPL-1

Employee Retirement Age

Note

Who this guide is for: the System Administrator who installs and configures the app, the HR Manager who maintains the retirement age rules, the HR Officer who follows the retirement dates of employees, and the colleagues who are told when an employee is about to retire.

Overview

Knowing who will retire, and when, lets HR plan successions, handovers and recruitment well before the date. Employee Retirement Age works the date out for you and warns the right people in time:

every employee gets an Expected Retirement Date and the time left until then, calculated from the employee's date of birth and gender;
the retirement age is set once for the company (65 years for everyone out of the box) and can be refined by Retirement Age Rules for groups of employees, for example by gender and year of birth;
a daily check creates a Retirement Warning activity for the people you choose, a number of days before an employee reaches the date;
the date reveals an employee's age, so only HR Officers and HR Managers can see it. It is not shown on the employee's public profile.

The app does not end an employee's contract or archive the employee on the retirement date. It forecasts and warns; the departure itself stays an HR decision.

Role	What they do	Access right to assign
System Administrator	Installs the app, sets the company defaults and chooses who is warned.	Administration / Settings
HR Manager	Creates and maintains the Retirement Age Rules.	Employees / Administrator
HR Officer	Reads the expected retirement date of employees and filters the employee list by it.	Employees / Officer: Manage all employees
Notified colleague	Receives the retirement warning and prepares the handover.	Any internal user chosen in the Notify Users setting

Setup (for the System Administrator)

Install the app

Open Apps.
Remove the default filter and search for Employee Retirement Age.
Press Install. The app needs Advanced HR Management, which is installed with it.

Give each person the right access

Open Settings > Users & Companies > Users and open the user.
In the Employees line of the access rights, choose Officer: Manage all employees for people who must see retirement dates, or Administrator for people who maintain the rules.
Save.

Set the company defaults

The defaults apply to every employee for whom no rule matches. They belong to the company you are working in: in a multi-company database, repeat the steps for each company.

Open Settings and select Employees in the left menu.
Scroll to the Retirement Age section.
Fill in Default Retirement Age (Male) and Default Retirement Age (Female) in years and months. Out of the box both are 65 years 0 months.
In Retirement Warning, enter how many days before the retirement date the warning is created (90 by default).
In Notify Users, add the people who must receive the warning. Only internal users can be chosen. Without a user in this list, no warning is created.
Tick Use Detailed Retirement Age Rules only if you want to refine the ages with rules (see the chapter of the HR Manager).
Press Save.

The Retirement Age section of the Employees settings

Note

The app ships no country-specific retirement age. Enter the ages that apply to your organization. Dates are recalculated automatically whenever you change a default, a rule, an employee's date of birth or gender.

HR Manager: maintain the retirement age rules

Rules are useful when the retirement age is not the same for everyone, for example when it depends on the year of birth or on gender. Without rules, the company defaults decide.

How an employee's date is chosen

If Use Detailed Retirement Age Rules is ticked, the app looks for a rule of the employee's company whose birth date range contains the employee's date of birth.
A rule for the employee's own gender wins over a rule for Any gender.
When no rule matches, or rules are not used, the company default for the employee's gender applies.
The date is the date of birth plus the retirement age.

An employee whose gender is Other or empty has no company default: that employee gets a date only from a rule for Any gender. A retirement age of 0 years 0 months gives no date.

Create a rule

Open Employees > Configuration > Retirement Age Rules. The list shows the existing rules.
Press New.
Choose the Gender the rule is for: Male, Female or Any.
In Born Between, enter the first and the last birth date the rule covers.
Enter the Retirement Age in years and months.
In a multi-company database, check the Company field.
Save.

The title of the rule is built from its gender, birth dates and age, and reads New until both birth dates are filled in.

A retirement age rule for any gender with its birth date range and age

The app refuses to save a rule whose start date is after its end date, or whose birth date range overlaps another rule of the same gender in the same company.

Note

Rules only take effect when a Settings administrator ticks Use Detailed Retirement Age Rules in Settings > Employees. From there, Configure Retirement Age Rules opens the same list.

HR Officer: follow the retirement dates

See the retirement date of an employee

Open Employees > Employees and open an employee.
Check that the Birthday and the Gender are filled in on the Personal tab.
Open the Work tab and find the Retirement Age group.
Expected Retirement Date shows the forecast date. Time Until Expected Retirement shows the time left in years, months and days, or Past retirement age once the date has come.

If there is no date of birth yet, the group tells you to set it first.

The Retirement Age group in the Work tab of an employee

Find who retires in a given period

Open Employees > Employees.
Open the filter menu of the search bar and choose Expected Retirement Date.
Pick a month, a quarter or a year. The list keeps the employees whose date falls in that period.

Employees filtered on an expected retirement date in 2026

Notified colleague: act on a retirement warning

Every day the app checks the employees of each company. When an employee's retirement date is within the number of warning days, and the employee has not left the company yet, each user listed in Notify Users receives a Retirement Warning activity on the employee, due on the retirement date. It reads "Employee Alex Morgan is about to retire. Please prepare for the retirement process."

Open the Activities menu in the top bar: the warning is listed under Employee. You can also open Employees > Employees, switch to the Activity view and read the Retirement Warning column.
Open the employee. The warning is in the chatter under Planned Activities, with its due date.
Prepare the handover, then press Mark Done.

The retirement warning among the planned activities of an employee

An employee is warned once only: marking the activity done does not create another one, but deleting it instead of marking it done lets the next daily check create it again while the date is still ahead. An employee whose retirement date is today or already past gets no warning, and neither does an employee with a departure date.

Troubleshooting

An employee has no expected retirement date: Check that the Birthday is filled in, that the Gender is Male or Female (or that a rule for Any gender covers the birth date), and that the retirement age is not 0 years 0 months. Only HR Officers and HR Managers can see the date: other users see no field at all.
The date is not the one I expected: Check whether Use Detailed Retirement Age Rules is ticked. If it is, look at the rules: a rule of the employee's gender wins over a rule for Any, and a rule only applies if the date of birth is inside its range. Without a matching rule, the company default for the gender applies.
A rule cannot be saved: Its start date is after its end date, or the range overlaps another rule of the same gender in the same company. Adjust the ranges so that rules of one gender never overlap.
I do not see Retirement Age Rules in the Employees menu: The menu is reserved to users with Employees / Administrator access.
I do not see the Retirement Age section in the settings: Opening the settings requires the Administration / Settings access right.
Nobody received a warning: Check, in this order: that someone is listed in Notify Users for the employee's company; that the retirement date is within the warning days and still ahead; that the employee has no departure date; that the employee was not warned before; and that the daily scheduled action HR Employee: Notice of Retirement is active. The administrator can find it in developer mode under Settings > Technical > Automation > Scheduled Actions and run it by hand.

FAQ

Which retirement age is used out of the box?: 65 years for every gender, in every company. Change it in the settings, or define rules.
What happens when an employee's gender changes?: The date follows the gender recorded on the employee's current version, and is recalculated automatically.
Can different companies use different ages?: Yes. The defaults, the rules, the warning days and the users to notify belong to each company.
Does the app archive an employee who reaches the retirement date?: No. The app forecasts and warns; HR decides and records the departure.
Who can see the retirement date?: HR Officers and HR Managers. It is hidden from the other users and from the public employee profile.

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