Purpose

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.

Requirements

✅ 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.

Reassigning The Employee’s Responsibilities

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.

For Lists, Metrics, plus Insights and KPIs

If You’ve Shared Metric or KPI Data With Them

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.

Click the vertical three dot menu on the Active Employees Metric.

Then, select Edit from the list.

You can remove the Employee’s name from the list of Shared with User(s).

Once the edit has been made, click Save to finish applying the update to your Metric sharing.

If The Employee Shared Data With You

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.

For Work Tickets and Scheduling

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.

Navigate to the Scheduling module.

Select the Route that the Employee is on.

Once you are on the Route’s detail screen, review the list of Crew Members, if any.

If the employee was a Manager or a Crew Leader, then you’ll need to update the fields here:

Once your changes have been made to the Route, then press Save to finish applying your updates!

Actions for Scheduled Work Tickets

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.

Right click on your scheduled Work Ticket Visit Tile on the Schedule Board.

On the Work Ticket details screen, review the Crew Leader field.
- Click the dropdown to assign a new Crew Leader to the Work Ticket.

After you have reassigned the Crew Leader, then click Save to apply your updates to the scheduled Work Ticket.

📌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.

Open the Work Ticket list by clicking on the clipboard icon.

Click the Filter icon:

Then, add Filters to help narrow down your search.

In this example, we are going to use the Filter of Status is Scheduled and then a Filter for work tickets with the Crew Leader listed as our previous employee, Amber Jeffers.
- Apply the Filters!

We can confirm that all of the work tickets that were labeled as Amber Jeffers for the Crew Leader have been updated to another Crew Leader! Nice job.

For Property Records

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!

Navigate to the Properties module.

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

Add your Display columns. Select the Display icon at the top of the screen:

Add the Display columns for Account Owner Name and OPS Manager.
- Select Apply.

After you apply the new Display columns, you’ll see them added in the order that they were added to the Display window:

Update the Account Owner Tied to Property Records

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.

Click and drag the header of Account Owner Name over to the Row Group Header field.

After you release your drag to this field, you’ll see your Properties list appear organized by Account Owner:

Check the boxes for the Properties that are listed under Amber Jeffers as the Account Owner.

Then, click on the Bulk Actions menu.

Select Change Account Owner from the list.

The Change Account Owner window will appear.
- Click the dropdown!

Once you have reassigned a new Account Owner for the previous employee’s properties, then click Save to finish the update.

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

You can click the X next to Account Owner Name to remove the Display Grouping for this task.

Update the Ops Manager Tied to Property Records

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

Click and drag the header of OPS Manager over to the Row Group Header field.

After you release your drag to this field, you’ll see your Properties list appear organized by OPS Manager:

Check the boxes for the Properties that are listed under Amber Jeffers as the Ops Manager.
- Then, select the Bulk Actions menu.

Choose Change Operations Manager from the list.

The Change Operations Manager window will appear.
- Click the dropdown!

Once you have reassigned a new Operations Manager for the previous employee’s properties, then click Save to finish the update.

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

You can click the X next to Ops Manager to remove the Display Grouping for this task.

Reassigning the Employee’s Work to Another Employee

For Issues, Tasks, Milestones and Appointments

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

Navigate to the Activities module in the blue side menu.

You can use your Display and grouping like mentioned in the previous section.

For this example, the display column of Assigned to Contact has been added.

Then, the column header of Assigned to Contact was added to the Row Group Header field.

If your Activities are including more than one assignee, you would also want to add a Filter of Assigned to Contact ▶️ In ▶️and select the Employee Name from the list.

This will then display all of the activities that your employee is currently assigned to.

Then, you can drill into each one and remove them as an assignee and reassign the activities as needed.

In the example, we are reviewing a Task that is currently assigned to Amber Jeffers, who is no longer with the company.

You could add a new Assignee in this field, remove Amber, and then Save to update the Task.

For Processes like End of Month

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.

Updating the Employee’s Contact Record

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.

You can add INACTIVE to the First Name field of an employee Contact Record.

If you scroll to the Human Resources section of the Contact Record for the employee, you’ll see the section to add a Termination Date and HR Notes.

When you are done updating the employee record, click Save!

Disabling the Employee’s Sync with Email and Calendar

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.

Updating Settings in Administration

Changing Workflows Tied to the Employee

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.

Click your Profile Icon at the bottom of the blue side menu, then click Administration.

Click the Estimating tab
- Then, click on the Workflow subtab.

Select the Workflow that your employee is tied to.

Scroll to the Steps section of the Workflow.
- Click on the line that the employee is tied to.

Update the Approver User to a different employee and save the Workflow step!

Reassigning Invoice Email Contacts

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.

Click your Profile Icon at the bottom of the blue side menu, then click Administration.

Select the Organization tab, the Branches sub tab, and then select the Branch you need to update the Invoice Sender for.

In this example, we have selected the Main branch:

Scrolling to the Invoicing section, you’d want to reassign the sender to another user’s email address that is still working for your organization.

Deactivating the Employee’s User Account

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

Click your Profile Icon at the bottom of the blue side menu, then click Administration.

Then, go to the User Management tab.
Click Users.
Select the name of the employee to be deactivated.

Slide the Active bar to the left so it turns gray.
Delete any Branches and uncheck the All Branch Access box.
Remove the user's role from the Roles field.
If you need the extra security, feel free to change the deactivated user’s Pin and Password.
Click Save.

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

Removing Device Access

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:

Deactivating a Crew Member’s Contact Record

📌 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: