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Qudos 3 Help
What to do when someone leaves the organisation
Important note: When a person is no longer active in the organisation e.g. when an employee leaves, their name should not NOT normally be removed from the People List, and their record should NOT be changed for re-use by another person. Each individual record takes up only the tiniest amount of server space, and the software needs their record intact to maintain a proper history (who recorded an action, performed an audit, attended a meeting etc.)
We suggest a System Administrator takes the following steps:1. Make the person inactive in the system
From the Main Screen:
| Step | Action | Result |
|---|---|---|
| 1 | Click People | Opens People List |
| 2 | Navigate to, and select the record for that person | |
| 3 | Click Edit button | Opens their Personal Details form |
| 4 | Uncheck the 'Active' checkbox | This means their name will no longer appear in drop-down lists for selection for future activities. However, their name will still appear in historical records, and be available for searches of existing records |
| 5 | Click Save button | Saves the changes |
| 6 | Click Close button | Closes the record, and returns you to the People List |
2. Remove the person's security login rights
There are two alternative ways of doing this:
- If the user is likely to require their account again in the near future, and you do not need to free up a licence for creating another security user account, use the process for making a security user account inactive.
- If the user is not likely to require their account again in the near future, or you wish to free up a licence for creating another security user account, use the process for deleting a security user account.
Also, depending on your information security considerations, if the person had access to any other security user accounts, it may be advisable for the passwords to those accounts to be changed.
3. Re-assign their responsibilities
If the person had any responsibilities assigned to them within Qudos 3, they should be re-assigned to another person or persons. To do that, use the Re-assignment tool in the People module.