Properly offboard staff when they leave.

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When to Deactivate

• Resignation (voluntary departure)
• Termination (involuntary departure)
• End of temporary assignment
• Extended leave (optional)

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Before Deactivating

Complete this checklist:

• Reassign upcoming appointments
• Process final payroll
• Collect company property
• Save/archive important documents
• Complete exit interview
• Backup employee records

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Deactivating a Team Member

Step 1: Reassign Appointments

1. Go to Schedule
2. Filter by team member
3. View all future appointments
4. Reassign each to another staff member

Or use Bulk Reassign:

1. Select all appointments
2. Click Reassign
3. Choose new team member
4. Confirm

Step 2: Deactivate Account

1. Go to Team → Select team member
2. Click Edit
3. Change Status to Inactive
4. Select reason:
   • Resigned
   • Terminated
   • Contract Ended
   • Other
5. Enter Last Day Worked
6. Add notes (optional)
7. Click Save

Step 3: Confirm

System prompts:

• Shows remaining appointments to reassign
• Confirms final payroll status
• Click Deactivate

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What Happens When Deactivated

Item	Effect
Login	Immediately disabled
Appointments	Unassigned (must reassign)
Profile	Hidden from active team list
History	All records preserved
Reports	Appears in historical reports
Documents	Retained for compliance

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Viewing Deactivated Members

Inactive members are hidden by default:

1. Go to Team
2. Click Filters
3. Toggle Show Inactive
4. Deactivated members appear grayed out

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Reactivating a Team Member

If someone returns:

1. Go to Team → Show Inactive
2. Find the team member
3. Click Reactivate
4. Update information:
   • New start date
   • Updated pay rate
   • Confirm qualifications
5. Save

After Reactivation

• Verify working hours
• Check document expirations
• Run new background check (if required)
• Update emergency contacts

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Final Payroll

Before deactivating:

1. Go to Reports → Payroll
2. Review all pending time
3. Approve final entries
4. Export for final paycheck

Outstanding Items

• Pending time log entries
• Unpaid approved time
• PTO balance (if applicable)

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Data Retention

Deactivated employee data is retained for:

Data Type	Retention
Basic profile	Indefinitely
Time logs	7 years
Documents	7 years
Appointments	7 years
Performance records	7 years

Note: Retention periods may vary by state law. Consult your HR policies.

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Immediate Terminations

For serious violations requiring immediate removal:

1. Do not wait to reassign appointments
2. Deactivate immediately
3. System alerts you to unassigned appointments
4. Handle reassignments after

Steps

1. Go to team member profile
2. Click Deactivate Immediately
3. Select "Termination" as reason
4. Confirm action

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Exit Documentation

Generate final employment documents:

1. Go to team member profile
2. Click Generate Exit Documents
3. Creates:
   • Separation notice
   • Final payroll summary
   • Property checklist
   • Document receipt

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Tips

• Plan ahead — Don't deactivate last minute
• Reassign first — Prevents schedule gaps
• Save records — Download important documents
• Document everything — Especially for terminations

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Related Articles

• Adding Team Members — Onboarding new replacements
• Warnings & Disciplinary Actions — Before termination
• Payroll Dashboard — Final pay processing