Deactivate/delete an employee in Practice management

When an employee member is leaving, you can choosPractice managemente to deactivate and anonymize the employee.

Note that an employee cannot be deleted if there is data recorded such as time and outlay registrations. If there's data registered, the employee will be anonymized instead

If the employee already has left the company, you can remove access to Practice management via My Spiris before deactivating the employee in Practice management. For more information, see the help for My Spiris - Users and services in the section Terminating user licences.

Follow these steps, to deactivate or delete an employee in Practice management

  1. Go to Settings - Employees.
  2. Select the employee in the list that you wish to deactivate/remove.
  3. Click on the button under Active.

A wizard will now open and show details if anything needs to be fixed before deactivation/deletion can take place. Information will be displayed if:

The employee is an account manager

If the employee is an account manager, you have to assign another employee as account manager.

  1. Click on the link to open the Customer overview.
  2. Select the employee in the filter field Account manager to filter which customers the employee is assigned to as account manager.

Inactive customers will also be displayed, as you need to change them too.

  1. Click the customer and select the tab Customer information.
  2. In the field Account manager, you can enter the employee that should be assigned as new account manager.
  3. Select Save.

If the employee is assigned account manager for a lot of the customers, we recommend you to use Massupdate at the top of the page

  1. Click the icon Mass update and select Edit basic information in the list.
  2. The customers that should be updated are shown.
  3. Select Next.
  4. In step 2 Update, enter the new account manager in the field Account manager and select Next.

A list of the companies that have been assigned to the new account manager is shown.

  1. Select Confirmand in the summary that opens, you can select to either print or export a summary of the changes.

The employee is task owner

If the employee is a task owner, you have to assign another employee as task owner.

  1. Click on the link to open the Customer overview.
  2. Select the employee in the filter field Task owner and enter the task in the field Tasks to see which customers the employee is assigned as task owner .
  1. Select the customer and click the tab Tasks.

In the list of tasks, you can see the tasks where your employee is assigned task owner.

  1. Click a task and the task row will expand so you can change task owner
  2. Välj Spara.

If the employee is assigned task owner for a specific task, it can be easier to use the Massupdate at the top of the page.

  1. Click the icon Mass update and select Edit task.

The customers that should be updated are shown.

  1. Select Next.
  2. In step 2 Update, enter the new task owner the field Task owner and select Next.

A list of the companies that have been assigned a new task owner is shown.

  1. Select Confirmand in the summary that opens, you can select to either print or export a summary of the changes.

The employee has planned hours

If the employee has planned hours in the resource planning, you can move the planned hours to another employee. Note that both employees must be assigned to the same customers and tasks. If there is a mismatch, nothing will be copied/moved. If you wish to move hours to several employees, this step needs to be repeated for each employee.

Read more in Plan resources by using the wizard under Move planned hours for employees.

The employee has hours that have not been invoiced

If the employee have registered hours and outlays that have not yet been invoiced, you have to create an invoice basis. If Practice management have an integration with a financial software, we recommend you to also export the invoice basis for invoicing.

The employee has a registered power of attorney for a customer

If the employee has a registered power of attorney for a customer, you can choose to either revoke the power of attorney and create a new one, or change the employee in the field under Employees. If you choose to change employee, make sure that all uploaded documents are correct.

Read more in Work with powers of attorney.

An anonymized employee will no longer be displayed in Settings - Employees, but may be displayed in an anonymized manner in reports, the resource planning, etc. When an employee is anonymized only the two first letters of their name is shown, while the remaining letters are replaced with *****.

The employee has access to other services

Before you delete the employee in My Spiris under Users and services, we recommend you to check what other services the employee have had access to. In some cases, an employee could also be assigned as Main contact in My Spiris for a customer. If this is the case, you have to assign another employee to be main contact for the customer. This change is done under My Spiris - Users and services.
  1. Go to spiris.se and My Spiris.
  2. In the menu select Users and services.
  3. Click on the user that you wish delete.

Now you get an overview of the user details and can see what services they have access to.

  1. Select Delete at the bottom of the page.

When deleting the user, all access to the services will be removed.

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