You can update certain employee details in Carebility, but what you can change depends on whether the employee has logged in before.
If the employee is still pending (has never logged in):
You can update their name and email address directly in the platform.If the employee is active (has logged in):
They must update their own information, such as name and email, through their Profile Settings.
👉 For instructions on how employees can update their own details, check out this article:
How to update your email and manage account settings
🔧 To update an employee’s information:
Go to the Reports tab.
Select Users to open the list of employees.
Choose the Provider.
Locate the employee. Users are listed in alphabetical order—scroll or use search to find them.
Under the Actions column, click the ✏️ (pencil icon) next to the employee’s name.
Update the information click save
➕ Assigning an Employee to a New Provider
If an employee is working for the same organization but under a different provider, you can add them to that new provider’s roster without creating a duplicate account.
⛔ Updating an Employee’s Status
How to Deactivate a User Account
If an admin needs to deactivate a user account for a facility, they can follow these steps:
Navigate to the Reports
Select Users.
Choose the Facility where the user is assigned.
Find and select the User you wish to deactivate.
Click the Pencil (Edit) icon next to the user's profile.
Change the user's Status to "Inactive."
Save your changes to complete the process.
How to Reactivate a User Account
To reactivate a previously deactivated user:
Go to the same Reports section under Admin Tools.
Select Users and locate the inactive user within the relevant Facility.
Click the Pencil (Edit) icon next to their profile.
Change their Status back to "Active."
Save your changes to re-enable their account.
If an employee has been terminated or no longer works for the organization, you can update their status to Inactive. This removes their access while keeping their record in the system.
What Happens to User Data When an Account Is Deactivated? When you deactivate a user account in Carebility:
All the user's assigned courses remain saved.
Any progress made in their courses is preserved.
This means that if a user is deactivated for a temporary reason, such as a delayed onboarding process, their data will be ready and waiting when they are reactivated. There’s no need to reassign courses or worry about course progress being lost.
Admins can now manage reactivation independently by using the steps provided in this guide. However, for complex cases or technical issues, feel free to reach out to support in the chat.
🔁 Automatic Updates from Your HR Platform
If your organization uses automatic enrollment through Carebility, make sure employee information (like name and email) is correct in your HR platform (e.g., Dayforce, UKG, etc.). The systems sync every few hours, so updates in your HR platform will automatically carry over to Carebility.
Need help? Send us a message—we’ll be happy to walk you through it!