How do I deactivate or delete a staff account in Playground?
Managing staff accounts effectively in Playground involves understanding how to deactivate or delete accounts, especially when a staff member leaves your organization. Below are comprehensive steps and guidelines to help you through the process:
General Guidelines for Staff Deactivation
Staff accounts should be deactivated rather than deleted whenever possible. Deleting accounts permanently removes all associated data, while deactivation retains the account for potential reactivation later.
Before deactivation, ensure that all payroll submissions for the staff member are finalized. You do not need to wait for the paycheck to be received, only for the payroll submission to be completed.
Deactivated staff accounts lose access to school information and classroom assignments. However, if a staff member has payroll history, they can still log in to view their historical paystubs and W-2s.
Steps to Deactivate a Staff Member in Playground
Access the Staff Member’s Profile: - Open Playground's Admin Dashboard and navigate to My School > Staff.
Open the Settings Tab: - Select the staff member from the list to access their profile. - Go to the Settings tab.
Activate the Deactivation Option: - Scroll to the bottom of the Settings tab and click the Deactivate or Disable Staff button. - Confirm the deactivation action.
Handle Payroll Adjustments (if applicable): - If the employee is enrolled in payroll, deactivate their payroll during this process. Then, ensure any new account (if applicable) has a pay rate set under its Settings tab and send a payroll setup reminder.
Notes on Deletion of Staff Accounts
When Deletion May Be Required: - If account deletion is necessary, open the staff member's profile, go to the Settings tab, and choose Delete. - Note that the Delete option may be unavailable if the staff member has check-in/out records logged on their account.
Recommendation Against Unnecessary Deletion: - We strongly recommend marking staff members as inactive instead of deleting them to retain historical data and records. Deactivating is simpler, reversible, and safer for record management.
Scenario-Specific Considerations
Removing Staff Members from Schedules
When a staff member is deactivated, they will no longer appear on the schedules tab. This action is automatic upon deactivation.
Managing Access Post-Deactivation
Deactivated accounts retain limited access to their historical records, such as paystubs and W-2s, if they were linked to payroll. However, account reactivation may be performed if the staff member returns.
Troubleshooting Common Issues
Unable to Delete a Profile: - If the Delete option is unavailable, it’s likely due to existing check-in/out hours logged on the staff account. Resolving these logs may allow deletion.
By following these steps and guidelines, you can efficiently manage your staff accounts in Playground, ensuring proper access control while maintaining critical historical data.