FAQ - How we offboard staff members who have left school?

When a staff member leaves the school, you must deactivate their account but do not delete the profile. Even if the staff member is in a long-term absence we recommend deactivating their access, unless there is a real operational need. What are the steps you need to go through;

Employment tab

On the employment tab, set them as past employees, and add a leaving date. If you have a multi-school platform set them as past employees in all schools.

Security tab

Set the user status as archived and remove them from any fixed member security and distribution groups. Their profile will only be found using advanced search. 

If you set the profile to disabled they will be listed on the Staff list view in the administer menu header. They will be classed as past employees and you can access their profile from this view.

What do I do if they return?

Do not create a new profile, especially if they are using the same primary email. You reset their employment status to active. Change their access back to active, and send a new password. Make sure that the email address is active first as it may cause the new password email to bounce and temporarily blacklist the user before they begin. Contact your CSM to help unblock the mail address.

What do I do if they are a long-term absence? Like study leave or maternity leave?

The best practice would be to set them as disabled in the security tab. Keep them as an active employee and maintain their group membership. This way they can still receive communications, but will not be able to access the system.