Deactivate Employee/User Accounts

To suspend an employee/user's access to the system through deactivating their account, follow these steps:

Step 1: Access the Administrator Dashboard

• Begin by accessing the Administrator dashboard, which serves as the central control panel for managing various aspects of the system.

Step 2: Navigate to the Employee/User List

Navigate to the appropriate division where the employee is located. Click on "View Current Employees/Users" button or "Total Employees/Users" under Division Stats to directly access the division's employee/user list.
Locate the Search menu at the top of the page and click on it. Basic search boxes will appear for First Name and Last Name. For advanced search options, click the “full search” button on the right of the basic search.

Step 3: Select the Account to Edit

Locate the account you want to modify. Click on their name to access their Employee/User Folder.

Step 4: Initiate Deactivation

Within the Employee/User Folder, find the Employee Status panel which reflects the current status of the account. Click on the “Deactivate” button to initiate this process.

Step 5: Confirm Deactivation

On the Deactivate Employee Account page within the Deactivation Process panel, select the Confirm Deactivation tab. The system will prompt ‘Are you sure you want to deactivate this account?’ If yes, click on the “Deactivate Account” button.

Step 6: Verify Deactivation Status

The system will direct you back into the Employee Folder with a confirmation message stating, ‘Permissions for [this user] have been removed.’
On the Employee/User Status panel, the Status will now reflect Inactive.
Upon viewing the Current Employees list for that division, the account will not be readily available unless you allow for deactivated accounts to be included.

Instances for Deactivation

Departures: Deactivate an account when an employee/user leaves the company. This ensures that they cannot access the system or any sensitive data after their departure.
Role Changes: When an employee/user's role changes, their access requirements may also change. Deactivating the existing account and creating a new one with updated privileges ensures accurate access control.
Security Concerns: If there are any security concerns related to an account, it's advisable to deactivate it until the matter is resolved. This helps safeguard sensitive information.
Inactive Accounts: Deactivate accounts of users who are no longer actively using the system. This helps maintain an updated and organized user list.
Streamlining Access: In scenarios where an employee/user has multiple accounts or duplicate profiles, deactivation streamlines access management by keeping only necessary accounts active.

Deactivation Benefits

No Data Loss: Deactivating an account does not result in data loss. All associated information remains intact.
Login Restriction: Deactivated users cannot log in or access the system until their accounts are reactivated.

Deactivation Best Practices

Clear Process: Establish a clear company process for user deactivation. This ensures consistency and prevents confusion.
Notification: Inform users before deactivating their accounts, especially if it's due to a change in role or departure. This enhances transparency and minimizes misunderstandings.

Post-Deactivation Considerations

Data Preservation: Deactivated account data remains in the system, aiding historical record keeping.
Potential Reactivation: Depending on circumstances, deactivated accounts can be reactivated if necessary. This can be useful in cases of role reassignment or for rehire.