To avoid having to completely delete former team members from the system, we'll explain how departed team members are no longer visible in the calendar and how you can access their profiles and past appointments, sales, and absences such as vacation and sick days.

Before departure: Adjust work schedule

If you know that a team member will be leaving you on a specific date, you can delete the team member's work schedule on that day. This prevents colleagues or customers from booking appointments with this person after the team member leaves.

1. Go to "Work Schedule" in the main menu.
2. Navigate to the date when the team member is no longer with you.
3. Click on the checkbox next to the team member's name to delete the entire week.

You can then carry this week forward one year into the future to delete more weeks. Check that all working hours have actually been deleted.

On the first day after departure: Deactivate team member

Team members leaving your company can only be deactivated on the day they are no longer employed by your company. We cannot do this in advance and ask you to take the following steps on the first day of departure:

1. Reschedule appointments

Especially in the event of sudden departure of a person, it can happen that there are still appointments in their column even though they no longer work in your company. These appointments must be rescheduled manually. There is no automatic function for this! It depends entirely on the workload and competencies of the other employees whether appointments need to be postponed or cancelled. If necessary, customers may need to be contacted by phone first.

To make sure after rescheduling the appointments that all appointments have been removed from the employee's column, you can check the appointment list in the employee's dashboard.

1. Under Settings > Employees click on the desired team member.
2. Here you switch to the "Dashboard" tab.
3. Enter the time period in which appointments could still exist and be patient while the page loads.
4. Switch to the "Appointment List" tab to check if there are still appointments in the selected period.

2. Remove online booking availability

If the team member was bookable online for your customers, you can now remove the booking availability again.

1. Under Settings > Employees click on the desired employee.
2. Here you switch to the "Online Booking" tab.
3. Remove the options and save your entry.

3. Delete employee

Open the employee file and delete the person via "Options":

Select the desired option and click "Next".

The person will now be completely hidden from the calendar, work schedule, and cash register! This also affects all appointments that were in the employee's column. However, no data is deleted by this; it is merely hidden from the calendar!

Show employee again

If you want to show hidden employees again, for example to check working hours or past appointments, you can assign the employee a different role.

1. Under Settings > Employees switch to the "Roles" tab.
2. Here you see the list of all employees belonging to each role.
3. Here you can click on the name of the employee you want to show.
4. The employee file opens, where you can assign a different role.
5. The employee is now visible again.

Lock employee

If your employee had their own login, you can lock it. You can find out how to lock employees here.

Until their departure, your employee still has access to the calendar as long as they are in your company and working with customers. You can find some tips here on how to protect your data from unauthorized access.