When a staff member leaves

Two ways

• Enter a Leave Date: the person keeps working until that day. When the date comes, the record goes inactive on its own.
• Set the Status to Inactive: the record goes inactive at once. Entering today or a past day as the leave date does the same.

Inactive staff cannot sign in, their open sessions end and they cannot be picked as an instructor on the calendar. The record is kept with its past classes, compensation and payments, and shows in the staff list with Show inactive.

Record the departure

1. 1

   On the staff member’s Staff Details page, press Edit.

   The Edit Staff Member window opens.

2. 2

   If you know the last day, enter it as the Leave Date; if the person leaves now, set the Status to Inactive.

3. 3

   Press Save.

   With no sessions to hand over, the message "The staff details are updated" appears. Otherwise the There are future sessions window opens.

Reassign or cancel future sessions

A departing instructor cannot keep planned sessions. On an immediate departure the window lists every session that has not started yet; with a future leave date, the sessions after that date. They still teach their classes up to the leave date. Under What should happen?, with Reassign to another instructor chosen:

1. 1

   Pick the instructor who takes the sessions from the Instructor to take over list.

2. 2

   Press Reassign and Save.

   The sessions and any running series move to that instructor, the members are notified and the departure is saved.

If nobody takes the sessions over, choose Cancel the future sessions, write the Reason for canceling and press Cancel the Sessions and Save. Registered members get their credit back and are notified.

After the departure

• Once a leave date is set, the header of the staff member’s page shows it beside the join date, and in the last 30 days the Needs Attention or Good to Know card at the top of the page reminds you too. Once the record goes inactive, the header shows Inactive beside its labels.
• Unpaid compensation stays on the Compensation and Payments card of the Staff Details page, and you record the payment as usual: Pay an instructor.
• If the person comes back, clear the Leave Date and set the Status to Active. Someone who had set up their account can sign in again; someone who never accepted the invitation is sent a new one.