Purpose

While it's important to onboard new employees and their records to your system, it is just as important to offboard and deactivate employees who are no longer at your company.

Deactivating former employees' records means that they can no longer access Aspire, and they won't be available in search lists or drop-down selections.​

Based on the Employee's User Role, the instructions below might not apply to all of your employees, but use them as needed to create your own Offboarding plan.

📌 Note: In Aspire, for historical purposes, you can't delete a contact record, including former employees.

✅ To deactivate Employee User Accounts, you must have System Admin added to your User Role.

✅If you are not a System Admin, and you still need to update information on the Contact Record for Employee that has left the company, you’ll need an Edit Contacts permission plus HR Admin permission added to your user role.

When an Employee leaves your organization, it’s important to limit access to Aspire, but it’s also great practice to make sure that their tasks, lists, and responsibilities are reassigned to employees that are still working with you.

🧠Below are some best practices to help you understand what needs to be reviewed or updated when an employee no longer works with your system.

On your Dashboard, you have Metrics and KPIs that have been shared with you, or you’ve shared them. For the data that you’ve decided to share, now is the time to unshare the data with the employee that is now gone.

It’s also a good idea to remove their information from these lists as it could affect reporting data and make important information you need inaccurate.

For example, we want to unshare the Metric that we have shared with Amber Jeffers, whose last day was yesterday.

If the employee that has left your team shared a List, Metric or KPI data with you, you’ll need to recreate it, then you can delete the old shared information. This gives you more control over the data that was being shared previously.

📑To learn more about creating Metrics and sharing, please read this article.

📑To learn more about sharing Lists, please read this article.

Next, you’ll want to review the Work Tickets and Route or Schedule that the employee was tied to. The first part of this task would be to remove the Employee from the Route that they are assigned to.

For scheduled Work Tickets, it’s a good idea to verify that your Employee is no longer assigned as the Crew Leader.

📌Note: You would have to do this for every work ticket that is already scheduled on the Schedule Board.

📌Note: You can verify there are no remaining work tickets for your employee by using a Filter on the schedule board’s work ticket list.

If you have Operations Managers or Account Owners on Property Records that are no longer active, then you should reassign the records for another employee to manage in your organization.

You can update these fields on a single Property Record, or you can update them in bulk.

📑This section uses the feature for Group Row Headers. If you do not have this feature enabled, read this article first, and then come back to complete the steps!

For this example, we will use Display columns to help highlight which Property Records need to be updated.

Now that the Display columns have been added to your list view, you can then group the Property Records with the use of the Row Group Header field. This will help you to narrow in which properties need to be updated with a new Account Owner.

Great! Now you can see that the properties have been reassigned to a new Account Owner.

Next, you’ll update the Ops Manager tied to any property record that your employee might have been tied to.

Great! Now you can see that the properties have been reassigned to a new OPS Manager.

For certain activities, you’ll want to update the Assigned To field, if your employee was assigned to them.

If the employee that has left the company is responsible for completing tasks in Aspire like during the End of Month, these responsibilities would need to be reassigned to someone that is still working for the company.

The new assignee would need to have the appropriate permissions if they don’t already have access to it.

On the Contact Record for the employee, you have the option to add termination data and notes if you need to. This would need to be added before the Contact Record is deactivated.

The Sync between Aspire and the employee’s email account and calendar validates at the time of the employee’s login. If a user has not logged in for 90 days, the sync will not be authorized and will stop working.

You can manually turn this off before the 90 day rule listed above when you deactivate the employee’s Aspire account.

The folders that were set up during the original Sync will still be available in the employee’s Gmail folders and labels.

You can choose to delete them or hide them if you don’t want them showing in the former employee’s email account.

Next, if your organization uses Workflows, those would have to be reviewed. For employees that are deactivated and still assigned to receive approval emails, those would continue to be sent, so the Workflow would need to be updated with a new approver.

📌Note: If you have updated the Ops Manager and Account Owner assignments for the property and are using the Roles setting instead of Users to approve your workflows, you can skip this step.

If your employee was assigned as an Invoice Email Sender, then you’d need to review and reassign this role.

🧠If you are using the Invoice Email From Account Owner setting, you can skip this step.

In this example, we have selected the Main branch:

After your front end actions are completed for the Employee, you’ll need to deactivate their User Record.

📌Note: Once the User is saved, the Employee’s Contact Record will automatically be changed to Inactive.

You can remove device access as well under the Devices tab found under User Management. Simply search the user's name or group by Users to find all devices that have access that employee has used, and uncheck the Active checkbox:

📌 Note: Crew Members log in with a PIN and do not have a user account.

While you can do all of the steps in the previous section for your other Employee Contacts, if your Crew Member Employee Contacts need to be deactivated, follow these steps: