HS: Changing the Status of User Accounts

Overview

The status of a user's account in HotSchedules determines whether or not they have access to log in and if they can be scheduled shifts. There are three status options within HotSchedules:

• Active - These users will be able to log into their accounts normally, and they can be scheduled shifts
• Inactive - These users will still appear in the Staff List, but they are filtered into an inactive list. Inactive users will not have access to their account, and their names will not be available on any schedules

This status is typically used for employees that are on a leave of absence with the intention of returning. Additionally, certain certifications may be set to automatically inactivate an employee's account when they expire.

• Terminated - This status completely removes a user from the Staff List, and they will not be able to log into their accounts any longer

If your location uses the integrated version of HotSchedules, then employee data is populated based on what is entered in your point of sale (POS) system, including terminations. If you were to manually terminate an account in HotSchedules without terminating them at the point of sale, the user's account would repopulate as active the next day.

Changing the Status of User Accounts

Active to Inactive

• Once logged into HotSchedules, select the Staff tab in the navigation panel, then select Staff List

Fig.1 - Navigation

• Select the name of the user that needs the status change

Fig.2 - Select user

• Select the current status of the user, a pop-up will display allowing you to select the Inactive status
• Then enter the reason for the change
• Enter the Start Date and End Date of the inactive period for the user

The user will automatically reactivate once the end date has been reached. If you are unsure of the end date for the inactivation period you can leave that field blank, but if the user needs to be reactivated it will have to be done manually. 

• Select Save
  
• Then a confirmation prompt will display stating:
  Inactivating this account will:
  Convert assigned shifts to House Shifts
  Cancel all pending shift transactions
• Select Save to commit the change, or Discard to cancel the change if you are not ready to commit

Fig.3 - Inactivate user

For sites that integrate with a POS: If a user is Inactive in HotSchedules the account will not be affected by any of the changes in the POS. In order for HotSchedules to automatically update job code assignments or terminate users, the account must be active in HotSchedules.

Inactive to Active

• From the Staff List select View Inactive Employees

Fig.4 - View Inactive Employees

• Select the name of the user

Fig.5 - Select user

• Select the current status of the user, a pop-up will display allowing you to select the Active status
• Then enter the reason for the change
• Select Save

Fig.6 - Activate user

Terminate

• Select the name of the user

Fig.7 - Select user

• Select the current status of the user, a pop-up will display allowing you to select the Terminated status
• Then enter the reason for the change
• Enter the effective date
• Select Save
  

Fig.8 - Terminate user