When an office staff person leaves or is terminated from your office, you will want to close their profile to block their access and protect your system from any malicious actions.
First you will want to set the office staff person's status to Inactive. To change the office staff person's status:
- Open the Office Staff module.
- Select the office staff person in the Find Area at left.
- Click on the Status tool on the ribbon.
- Add a new status with an Inactive type. Do not edit any existing statuses to preserve history!
Once the Office Staff person is made Inactive, they will no longer be able to log in to the system. However, you will want to complete the termination process by expiring the staff person's username. To expire a username:
- Open the Agency Office Module.
- Select your office in the Find Area at left, if your company has more than one office in the database.
- Select the Required tab in the ribbon and click on the Usernames and Passwords tool.
- Find the username(s) attached to the closed office staff person in the main display area.
- Edit the username by clicking the Edit tool in the toolbar at the top of the main display area.
- Change the value of the Expiry Date field to today.
- Save the record.
To keep your database secure, HomeTrak recommends that you do not use the default usernames "Admin" and "User". These usernames should be expired and specific usernames should be created for each of your office staff people.