How to suspend an account

Once the account is suspended, the staff member can no longer access the system and cannot log in. If the investigation is resolved, you can easily change their status from suspended to regular access level. 

In this article, we will go through how to suspend an account and the settings surrounding it.

Step 1

Suspend an account

First, go to Staff > Staff Settings > Manage Staff. You will see a list of all your active employees. Under level, select the suspended option. Then go to the bottom of the page and save these details.

Once saved, the staff member immediately loses access to the system and cannot log in. To improve security, we only display a generic message to staff when they are suspended and cannot log in to their account. This is so attackers cannot use failed logins to determine valid email addresses held by the system.
If the account is currently suspended, we’ll email the user so that they can discuss this with the line manager. We cannot restore accounts without approval from another system user who has permission to do so within StaffSavvy.

Once saved, as a manager, the staff member will no longer appear under the manage staff tab, and you can no longer view the staff member's profile and details (whilst the account is suspended). It will come up as 'permission denied'. 

Step 2

Reinstating/Viewing Suspended accounts

To view suspended accounts or reinstate them, go to System > Levels and Permissions > Access Levels.

You will see the suspended level at the top of the page. Click the view button on the right of the screen. Under suspended accounts, you will see all suspended staff members. While you can no longer view their profiles, under this tab, you will find the following information: venue, skill, payroll reference, and employee pin. 

To reinstate the account, click the Manage button at the right of the screen and select "Restore Account".

You will be asked to confirm your choice. The staff member will also receive an email to let them know they can once again access their account. 

Step 3

Suspended account options

If you are suspending an account, it is important that you have set up in your Global Settings what you want the system to do with any shifts already scheduled for that staff member.

Go to System > Configuration > Global Settings > Staff & Contracts. Then, go down to the Suspended Staff tab. There are several options here.

• What to do with their shifts?
  For suspended staff, you can instruct the system to change/cancel the staff member’s shifts or set a reason for absence.
• Do you want to fill their shifts?
  This allows the system to add extra shifts to replace the staff member who is not attending.
• Do this for X days into the future
• This allows you to automatically update their shifts for a rolling period of time in the future, up to 90 days.

FAQ: Can I view a staff member's profile if they have been

If you use our system-locked suspended level, you won't be able to view their account.

If managers still need access to the account, you must create their own suspended Access level so they can access a staff profile while suspended.

To do this, you must create a new level under access levels. Under the general settings, you can select 'suspended account,' which will apply the suspended rules that were set up. It is also a good idea to title the level something specific, like "Your company suspended," so that it doesn't get confused with the suspended level of the systems.

However, this does mean the staff member is viewable in the system, e.g., will appear in rotas. This can get confusing if staff are then added to shifts, and caution is required when using this option.

Make sure to select the 'block staff from being assigned any shifts' option here.

Once saved, you can then go to 'set permissions' to ensure that the staff member does not have access to any information you don't want them to have access to.

That's everything about suspending and then reinstating staff accounts. To learn more about archiving a staff member, check out our article here.