Chronicle keeps track of all the employees you have ever entered into Chronicle as they may have been associated to jobs. So, you do not just want to delete them from the system or move them to another category. Instead, you should make them inactive so that they cannot log into the program nor show up on active employee lists. In addition to setting them to active here are 4 things you should do:
From the employee file
- On the General tab> set the Security Level to 0.
- On the General tab> set use office’s contact info for this person to None.
- On the General tab> set default way to communicate to “internet email”. This will remove them from some of the employee specific lists.
- Email can be reassigned to another employee so that conversations about jobs are not lost. You should then delete this email from the former employee's file.
5. On the HR tab> set employee status to inactive. This is an important step as it stops them from logging in.
Remove from all employee groups
6. While in the employee file, you should also remove them from any employee, scheduler, or marketing groups they were added too.
To search for only active employees: go to the People tab> the search query list on the left of the screen> Employees> Active> will show any employees that currently works for you.
To search for all employees in your system: go to the People tab> the search query list on the left of the screen> All By> Category> will show all employees that have ever worked for you.
What if an employee leaves under questionable circumstances?
Chronicle is an accountability system and has date/time stamps and audit logs that you can look at to see what anyone in the system has done. You will find these audit logs in person, organization, and job files.
This is especially useful if an employee leaves under less than ideal circumstances. You are able to check and see what they did in Chronicle.
A security level of 7 also allows you to change the former employee's password to something only you know and then log in as that employee to view what they were doing.