To change an employee to a contractor or a contractor to an employee, we must create the new client profile, reassign all classes and enrollments to the "new" staff member, and terminate the old profile. In other words, there isn't setting that switches one type of profile to another.
Take Note of Sub Requests: Be sure to take note of any future sub-requests. During the transition, it's important to consider and plan for any upcoming sub-requests that may be affected.
Step 1: Create the new staff profile
First, starting from the navigation menu, we want to choose Add staff member and choose the appropriate staff type. Create the new staff profile using a new email. Keep in mind you will need to create new pay rates. Remember, employee pay rates can not be assigned to contractor pay rates and vice versa.
Step 2: Update scheduled classes and enrollments to the new staff profile
You will need to reassign the new staff profile to scheduled classes.
Start by selecting Classes under the navigation menu
Select a class the instructor teaches
Choose the Schedule tab and select a date on the schedule. Typically the date selected is the current day since we want to make the change immediately.
Select Edit All
Select Change all other settings
Scroll down to change Instructor, then update the instructor to the new profile and either select a pay rate or create new pay rates
Select Save and Close
Enrollments
You will need to reassign the new staff profile to scheduled enrollments.
Start by selecting Enrollments under the navigation menu
Select Go next to an enrollment the instructor teaches
Choose the three dots on the top right then choose Edit
Scroll down and update the instructor to the new instructor profile
Select Save
Step 3: Terminate the old staff profile
Finally, we want to move the old staff profile to an inactive state.
From the navigation menu select Staff
Choose the three dots on the top right corner of the staff tile
Select Change Status
Since we are no longer using the staff profile, we suggest selecting Terminate. Terminating a staff member versus making a staff member inactive results in the permanent deactivation of the login for the staff member.
Because we already replaced all classes and enrollments with the new staff profile starting today, we are ready to complete the fields and permanently deactivate "terminate" the staff profile.
The last day will be today since we updated the staff member with the new staff profile on the schedule from the current date forward. We will select Yes, they need to be paid on their last day since the new staff profile is scheduled for all classes from today forward. And, since we reassigned all classes and enrollments to the new staff profile, we can choose Leave them on the schedule.
After the fields are completed select Save
Reinitiate Sub Requests: You must re-add sub requests since their sub requests.