Deactivate a Staff Member

Temporarily remove a staff member’s access while preserving their data.

Prerequisites

• ClinicAdmin or OrganizationAdmin role

Steps

1. Navigate to Staff Management.
2. Select the staff member to deactivate.
3. Click “Deactivate.”
4. The system will show all records assigned to this staff member (sessions, leads, appointments).
5. Reassign each category of records to other active staff members in the same clinic.
6. Confirm the deactivation.
7. The staff member’s status changes to Inactive.
8. All their active sessions on all devices are immediately invalidated.

What Happens After Deactivation

• The staff member cannot log in.
• All their data (created records, authored notes, audit entries) remains unchanged.
• Their name still appears in audit logs and historical records.
• They remain in the qualifiedStaff list for services but are skipped by SmartScheduling.
• They can be reactivated later.

Reactivation

1. Navigate to Staff Management.
2. Find the inactive staff member.
3. Click “Reactivate.”
4. Their access is restored (they can log in again).
5. Previous record assignments are NOT restored — those remain with the reassigned recipients.

Restrictions

• You cannot deactivate the last active ClinicAdmin in a clinic.
• You cannot deactivate the last active OrganizationAdmin in an organization.