How do I inactivate an existing employee's account?

When you have an employee leave your organization, it is important to ensure that all of their current and future assigned tasks are reassigned to be completed by the correct individuals moving forward. This section describes the process of inactivating an employee’s account.

If the outgoing employee is not marked as Assignable or has no tasks assigned to them at any time, you can skip down to the final Inactivate section of this article. For Assignable employees with current tasks, here are the areas that you should address first for a smooth transition. 

Notifications

1. Navigate to Admin > Notifications.
2. The text within the Issue Type column on the left can be clicked to view and edit the existing notification rule.
3. Change the new recipient's name in the menu on the top left, and click Save to update the rule.
4. If you need to delete a notification rule completely, check off the box to the left of the rule, then navigate to Actions > Delete. 

PM Tasks

1. Navigate to Go To > Preventive Maintenance > PM Task Reassign.
2. Select the appropriate Building(s) at the top of your page.
3. Using Option 1, you can choose the outgoing employee's name from the Assign From menu, and select the new Employee who needs to responsible for the tasks moving forward in the Assign To menu.
4. Click Assign to process the reassignments.
5. Repeat this process for any buildings that the outgoing employee has assigned tasks within.

Inspections

1. Navigate to Go To > Inspections > Inspections Dashboard.
2. Use the SEARCH button on the left to filter results as needed, and select the Scheduled status.
3. Your list of Inspections will filter to show you only future Inspections that are scheduled to fire off. Click into the Inspection name, and navigate to the 4) Assignment tab.
4. Change the outgoing employee name to the new, responsible individual in the menu.
5. Select Schedule Inspection at the bottom right.
6. On the 5) Schedule tab, select Save & Close.

Recurring Work Orders

1. Navigate to Go To > Work Orders > Recurring Work Order Dashboard.
2. Use the SEARCH button on the left to filter your data by Building and Assignee.
3. Click on the Issue Type on the left to edit the assignment and any other details of the Recurring Work Order.
4. Click Save.

Inactivate

To finalize the inactivation of an employee account:

1. Navigate to Admin > Employees.
2. Use the SEARCH and column filters to locate the person’s account.
3. Select their NAME.
4. At the bottom of the employee page, click Inactivate. After confirming, the employee will no longer be able to log in to the system. Unless the account is deleted, it will remain archived in the system for historical reporting purposes.
5. If this employee has any current New or Open Work Orders and PM Tasks, you will be prompted to select a new assignee at this time to complete the process.