This article aims to explain what to do when a staff member has left your school or organisation, in order to ensure they are no longer able to access the service and also to ensure they can't be selected in any future records.
If anyone in your Staff list has left, to reflect this in Observe, go to Admin > Data > Staff > Staff List tab, then click into the name of the relevant staff member.
Next, click 'Edit Details' on the right hand side in the 'Staff Detail' section and use the Status dropdown to select either 'Left School' (or 'Left' for commercial accounts), or 'Excluded':
- Left School - This will ensure that the staff member can no longer be selected when creating records, but their historical records will still be available in the Records and Reports areas.
- Excluded - This will ensure that the staff member can no longer be selected when creating records AND their historical records will be removed from the Records and Reports areas.
- Once you have amended their status, click 'Save'. You can quickly switch to another staff member if required by using the 'Showing Detail for:' dropdown at the top.
Blocking / Deleting Users
If a member of staff has left and they should no longer have access to Observe, then we recommend blocking them from being able to log in too.
To do this, navigate into Admin > Users > User and in the User List tab, place a tick next to the user(s) who you wish to block under the Actions column, then click ‘Block Selected’.
This will then move the selected users to the Blocked Users section, which you can access by switching the 'Show Blocked Users' toggle at the top to 'Yes', and scrolling down the page. From here, you can either unblock these user accounts or delete them altogether. To do this, place a tick next to the relevant user(s) in the Action column, then select either ‘Unblock Selected’ or ‘Delete Selected’.
Thanks for reading!