Removing or Deactivating Users

There are several parts to completely removing a user from your system.  

At the most basic level you can simply change the password. This will ensure that unauthorised access cannot occur and may be all that you require. It will also enable you to continue to login as this user if future should you wish to do so.

The next thing you can do should you wish, is to delete the users login. Deleting old unused logins will help you toavoid future confusion and will help you in managing the list of current valid logins to your system. Before deleting a login however, please be aware that activities are linked to a users login. So if the user has upcoming activities to contact clients etc, these should be reviewed and transferred to another user before deleting the login.

The final step you can take to completely remove a staff member from you system would be to delete the Staff profile. In general we do not recommend this as we believe it is best practice to retain the profile for posterity. This is particularly important where the staff member may have been involved in contracts where records should be kept.  Rather than deleting the Staff member, we recommend marking them as terminated and transferring any listings or contacts to other staff members.

Detailed steps for each of the processes outlined above follows:

Change the password

1. Login as the system admin
2. Go to the Admin module
3. Select the Users tab
4. Highlight the required user
5. Click Edit
6. Change the password

You have now stopped any unauthorised access and the following (optional) steps can be taken at a later time should you so wish

Delete the User login

1. Login as the system admin
2. Go to the activities module
3. Search for any Pending or In Progress activities assigned to the user
4. Decide what to do with these activities, ie. transfer ownership, complete or delete the activity
5. After all activities have been managed, go the the Admin module
6. Select the Users tab
7. Highlight the required user
8. Click Remove

Mark the Staff Member as Terminated

1. Login as the system admin
2. Go to the Admin module
3. Select the Staff Info tab
4. Highlight the required user
5. Click Edit
6. Set the Date Terminated field
7. Click Save

Transfer Contacts and Listings

1. Login as the system admin
2. Go to Tools > Transfer > Contacts & Listings
3. Select the old staff member
4. Select the new staff member
5. Click Transfer
6. Click Close