When an employee is terminated, Club Admins should immediately remove their access to Club OS and transfer their follow-ups and other assignments to current staff.
The first step is to revoke the employee's access, which will immediately block their ability to log in to Club OS. Next, we recommend the following steps.
1. Transfer Assigned Follow-Ups (Both Member and Personal Training)
In User Search, locate any Prospect or Member who has this employee as their Assigned Follow-Up Employee. Next, click "Search Actions" and transfer users. Click here for more detailed instructions.
2. Update Assigned Defaults
Note: This step is only necessary if the former employee held an email default role.
Enter the Location Defaults page (My Club --> Location Settings). Reassign any default accounts that were associated with the employee and click 'Save Location Defaults'.
For more details on Location Defaults, click here.
3. Assign Clients to Another Trainer (If Applicable)
Note: This step is only necessary if the former employee held a trainer role.
Run the Employee Active Clients Report for the former trainer to receive a list of that trainer's currently assigned Members. Pull up a replacement trainer's Assigned Members page (located within their Club Setup tab). Click the page's search field, enter a reported member's name, and select their profile to assign that member to the replacement trainer. Next, click that member's link to access their Assigned Trainers page. Un-assign the former trainer by clicking the 'X' next to their name. Repeat this process for each member listed within the former trainer's Employee Active Clients Report.
4. Reassign All Scheduled Events to a New Event Owner
Enter the Calendar and view the former employee's schedule. Click each event and set its Event Owner to a remaining staff member.
5. Check Message History and Respond to Clients
Enter the former employee's profile and refer to their Messages section. Reply to each message populated within the window.
6. Delete Employee From Within User Search
Return to User Search and set the filters to display the former employee's profile. Click the 'X' located at the far right side of the profile. When a pop-up window appears asking 'Are you sure you want to delete "[Employee's Name]"?', select 'Okay'. For more details on how to Delete Users, click here.
Please contact our support team if you require additional assistance.