Deactivate a staff member
Remove someone from your active team without losing the records attached to their name, bring them back later, or erase their personal details.
When someone leaves, you deactivate them rather than delete them. Deactivating stops them signing in but keeps everything attached to their name (the check-ins they made, activities they posted, their timesheets), which is exactly what you want for your records and any licensing review.
Deactivate
- Go to Staff & Time → Staff.
- On their card, open the ⋯ (More actions) menu and choose Deactivate.
- Click Deactivate Staff Member to confirm.
Their access ends immediately, including any app they have open. Their card stays in the staff list, greyed out, with a Deactivated badge.
What stays
Nothing is lost. Their timesheets, payroll, the check-ins and check-outs they recorded, the daily activities they posted, their messages, and their staff documents all stay filed under their name. If an inspector ever asks who checked a child in on a given day, the answer is a real person, not a blank.
If the same person is also a parent at your daycare, their parent profile is separate and stays as it is.
Bring someone back
Find their greyed-out card in Staff & Time → Staff, open the ⋯ menu, and choose Reactivate. If they've forgotten their password, see A staff member forgot their password.
Erase someone's personal details
Use this only when a former staff member asks for their personal data to be removed. It is only offered after they are deactivated.
- On their greyed-out card, open the ⋯ menu and choose Erase personal details.
- Type the name shown to confirm, then click Erase personal details.
Their name, email, phone, photo, date of birth and emergency contact are replaced with placeholders. Their timesheets, payroll, training and documents stay as your records.
Troubleshooting
I don't see Deactivate. Only owners, super admins and center admins can deactivate staff. If the menu shows Reactivate instead, they are already deactivated.
I can't find someone I deactivated. They are still in the staff list, greyed out with a Deactivated badge. There is no separate Inactive filter.
They could still see the app after I deactivated them. Their access ended the moment you confirmed. Anything they try next is refused, and they can't sign back in.