HS - Changing the Status of User Accounts – Customer Care

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 - This is a kind of placeholder status. These users will still appear in the Staff list, but there will be a dash through their name to signify that they are inactive. Inactive users will not have access to their account, and their names will not be available on any schedules. This option 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. Once an employee has been marked as inactive they will show under the View Inactive Employees filter on the staff list and the permission set will be "Inactive Employee" (Note: It was previously named as "Terminated Employee")

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

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

Follow these steps to change a user's status:

Log into your HotSchedules and choose the Staff List option on the Staff tab.
From the Staff List, select the user's name to edit their status. You will be redirected to that user's profile details.
Ensure the Details tab is selected, and scroll down until you see the Status drop-down menu option.
Select the appropriate status.
Select the Save button.