Deleting Staff Members

When a staff member resigns from your business, you can easily delete their profile and still be able to keep historical data. In this article, we will look at the process of deleting a staff member. 

Things to know:

• The ability to delete staff members is controlled by the "Deleting Staff Members" access control setting.
• Historical data for deleted staff members will still appear in reports when filtered by dates they were active. The exception is the Staff Scheduling report, which only displays work hours for active staff members. Learn more here.
• The deletion of staff members is recorded in Dashboard > Reports > Audits Report.
• When a staff member is deleted, their user profile is permanently removed from the system. If they attempt to sign in with their deleted credentials, they will receive the warning: "The username or password you entered is incorrect." This prevents them from regaining access to the system
• Schedule, Appointments & Classes
  • Deleted staff will still be visible on the schedule when filtered to "All Staff" or "Working Staff" if they had scheduled hours during the selected date range.
  • Past scheduled hours will be displayed in light grey
  • The label "(deleted)" will appear next to the staff member’s name
  • Past and future appointments are not canceled and remain visible on the schedule
    
  • Past and future classes will not be canceled
    
  • Future appointments can be reassigned to another staff member
  • The label "(deleted)" will appear next to the staff member’s name on the class roster

  • Deleted staff members will no longer appear online or in the in-store appointment modal and cannot be selected for new bookings.

• POS Tickets

  • Tickets associated with deleted staff members will remain visible and accessible.

  • The label "(deleted)" will appear next to the name of the staff member who performed the service, was assigned as the commission recipient, or marked the ticket as closed.

• Client Profiles

  • If a deleted staff member was set as a client’s preferred staff, they are automatically removed from the client profile and dropdown list.

  • The deleted staff member’s name will still appear under Past Bookings & Product Purchases.

• Reassignment Validation & Cancellation Confirmations:

  • Double-Booking Prevention: If reassigning an appointment would result in a double-booking for the selected staff member, the system displays a dialog listing all conflicting appointments before any changes are finalized.

  • Cancellation Email Notifications: When a staff member's appointments are canceled, the business receives an automated email confirmation detailing the outcome:

    • Successful Cancellation: Confirms that all scheduled appointments have been canceled.

    • Partial/Failed Cancellation: Explains if specific appointments could not be canceled and confirms that the staff member remains assigned to those bookings.

• The setup option displayed in the top-right user menu depends on how you access the account and your assigned role:

• When navigating from the Parent Account (Location Management tab):

• Admin: Displays Business Setup when viewing the location account.

• Login As: Displays Location Setup when viewing the location account.

• When logged in directly at the Location Level:

• Location Owners & Location Managers: Display Location Setup.

• Service Providers & All Other Roles: Display Profile Setup.

  
  

To delete a staff member:

1. Go to Business Setup / Location Setup > Staff & Availability
2. Then, select the staff member you want to delete
3. Scroll to the bottom of the page and select the "Delete Staff Member" link
4. When the "Reassign appointments on staff/resource deletion" hidden setting is enabled, attempting to delete a staff member with future bookings will trigger the Delete Staff Member pop-up with the following options: 
   • Reassign them to another staff member: Pick a replacement team member to transfer all upcoming appointments to
   • Cancel the upcoming appointments: Automatically cancel all future bookings assigned to this staff member
   • Don't Delete: Stop the deletion process and keep the staff member's profile intact.
5. Click 'Continue
6. If the setting is not enabled, confirm the deletion

You will now notice the word "Deleted" next to the staff member's name on the schedule, appointment modal, and reports. 

Deleted Staff on Schedule  

Deleted Staff on Appointment Modal

Deleted Staff on POS Ticket

For more information, contact us at support@mytime.com or (385)233-6964.

Related Articles:

• Filtering Deleted Locations and Staff on Reports
• Add/Invite Staff Members
• Create a New Staff Profile by Cloning