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When a staff member leaves your center, you will want to remove their login so they no longer have access to any information on Famly. This article will guide you through withdrawing a staff member temporarily and deleting a staff member permanently.
Withdrawing a Staff Member
To remove a staff member's login:
Head to the relevant staff member's profile using the search function
Once you're there, scroll down to Basic info
Click Edit
Next, click on the button in the Login row that says Role: Their Staff Role and select Remove login from the list of options
Click Remove login to confirm
Once the staff member's login has been removed, they'll be logged out of Famly on their devices and will no longer be able to log in. If the staff member is also a parent, they will still be able to access Famly as a parent, as long as their parent role has not been revoked.
At this point, the staff member will still show on your list of employees in Home → Staff. If you'd like to stop them from showing up on your platform, you'll want to set a leave date.
On their profile, scroll down to the Contract tab
In the Last day section, enter their leave date. Once that leave date has passed, the employee will no longer show in your list of current employees
Withdrawn Employee Records
If you have removed a login for a staff member and you've entered their last day, they will no longer appear in your list of current employees. However, you can still access this staff member's account to view their records of reinstate their login if they are returning to the center after a break.
To view a withdrawn employee's profile:
Use the search function and click on Staff
Toggle on the Include withdrawn button
Type in the withdrawn employee's name
Click on them to go to their profile
To view records of all past members of staff:
Click on the Reports icon in your sidebar and go to Custom lists
Select Add list from the top right-hand corner
Click on Staff from the drop-down menu
Check the box marked Past and ensure the other two boxes are left unchecked
A list of your withdrawn staff members will show. Click on their name to access their profile where you can view or edit their information if they are returning to the center
Deleting a Staff Member Permanently
You also have the option to delete a member of staff permanently. Please note that permanent deletion should only be done in cases where it's absolutely necessary or it is mandated by government guidelines. Once deletion is confirmed, you will no longer have the opportunity to get that data back and Famly will not be able to recover it either.
Permissions Required
Before this feature is enabled for all relevant staff members, the person with the highest level of permissions will be the only one to get the permissions to begin with. For example in an Organization, it will only be the default Organization manager, and for a single center it will only be the default center manager. They can then enable it for all relevant staff members in Home → Staff → Manage roles and permissions → Compare permissions.
Center managers (and anyone they enable these permissions for) have the permission to both export child, staff, and bill payer data, as well as delete child, staff, and bill payer data. This permission can be found in the Administration section under Data Management
This permission enables a new tab within a child or staff member's profile titled Data Management. From this tab, you can select whether you'd like to Export data or Delete Child/Staff data
To delete a member of staff permanently:
Head to the employee's profile
Scroll down to the Data management tab
Click on Delete employee data
Next, read through the disclaimer to make sure you want to go through with permanent deletion and click Continue
Your last step is to confirm the permanent deletion by typing in DELETE and clicking Delete
Once confirmed, you will be asked to remain on this screen until the deletion is complete and an all-done status shows. You're all done! This staff member has now been deleted permanently and you will no longer be able to access their profile.