IN BRIEF
When a staff member leaves your organization or should no longer have access to iClassPro, their profile should be set to Inactive—not deleted. This process preserves all historical records while ensuring the staff member can no longer log in or appear where active instructors are required.
Overview
Setting a staff member’s profile to Inactive is the recommended way to revoke access while keeping historical data intact. This includes time clock entries, class and camp instruction history, and party hosting records.
Important Note: Never delete a staff profile. Deleting a staff member permanently removes all historical records tied to that individual, including:
- Time clock data
- Class and camp instruction history
- Party hosting history
- Appointment booking and attendance records
If appointments must be preserved, they must be reassigned to another staff member before any deletion occurs. In most cases, deletion is unnecessary and is not recommended.
Accessing the Feature
All actions related to making a staff member inactive are completed from the STAFF page.
- From the main navigation menu, go to Staff.
- Locate the staff member you need to update.
Step-by-Step Instructions
Step One: Remove the Staff Member as a Class or Camp Instructor
Before setting a staff member to inactive, they should be removed from any ongoing classes or camps.
- Open each affected class or camp and uncheck the staff member on the class details, or
- If the staff member is assigned to multiple classes:
- Filter the CLASSES page by the instructor.
- Select Select All.
- Use the Quick Edit tool to remove the instructor from all selected classes.
This ensures the staff member is no longer listed as an instructor for active enrollments.
Step Two: Remove the Staff Member’s Permissions
Removing permissions prevents the staff member from logging into iClassPro.
- On the STAFF page, locate the staff member.
- Select the pencil/edit icon next to their profile.
- Open the PERMISSIONS tab.
- Set the User Group drop-down to No Groups Selected.
- If Admin Access (Full Permissions) is enabled, uncheck this option to access the User Group menu.
- Set any additional permissions to NONE.
- Select SAVE.
At this point, the staff member no longer has login access.
Step Three: Set the Staff Profile to Inactive
Once permissions are removed, the profile itself can be marked as inactive.
- On the STAFF page, locate the staff member.
- Select the pencil/edit icon next to their profile.
- On the DETAILS tab, locate the Login Information section.
- Set the STATUS drop-down to Inactive.
- Select SAVE.
- When prompted with a confirmation message, select Yes to continue.
- Selecting No, Thanks! will return you to the staff edit screen without making changes.
- The staff member is now marked as Inactive.
Inactive staff members will no longer appear on class roll sheets and cannot access the System.
Extra Security Measures (Optional)
Setting a staff member to inactive and removing permissions is typically sufficient. However, if additional precautions are required, consider the following steps:
- Change the staff member’s email address to one they cannot access, preventing password recovery.
- Change the username to something long and random.
- Change the password to a long, random value that includes special characters.
These steps further reduce the risk of unauthorized access.
Troubleshooting & FAQs
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Why should I set a staff member to inactive instead of deleting them?
- Setting a staff member to inactive preserves all historical records, including time clock data and instructional history. Deleting a staff profile permanently removes these records.
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Will inactive staff members appear on class roll sheets?
- No. Inactive staff members do not appear on roll sheets and cannot be assigned to active classes.
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Can an inactive staff member be reactivated later?
- Yes. If a staff member returns, you can restore their access by changing their status back to Active and reassigning permissions.
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Does removing permissions alone prevent login access?
- Yes. Removing all permissions prevents login access, but setting the profile to Inactive provides an additional safeguard and removes the staff member from instructional visibility.