When a staff member leaves your club, Club Admins should take a few important steps to reassign responsibilities and ensure no leads or events are overlooked. Proper offboarding helps maintain consistent communication and prevents gaps in service.

1. Transfer All Assigned Follow-Up (Both Member and Personal Training)

Enter User Search and set the filters to display every lead who currently possesses the former employee as their Assigned Follow-Up Employee. 

• Open User Search
  • Navigate to User Search. 
• Set Search Filters 
  • Configure the filters to display all leads currently assigned to the former employee under Assigned Follow-Up Employee. 
  • It is recommended to enable the 'Include Deleted' option to ensure all relevant profiles appear in the results. 
• Initiate Transfer 
  • Click the Search Actions menu. 
  • Select Transfer Users. 
• Complete the Transfer 
  • Enter the new assignment details as needed. 
  • Click Transfer to finalize the changes.

*For more details on Transferring Follow-Ups, click here.

2. Update Assigned Defaults

Note: This step is only necessary if the former employee held an email default role.

• Access Location Defaults 
  • Navigate to My Club. 
  • Open the Location Settings sub-tab. 
  • Select Location Defaults. 
• Reassign Default Accounts 
  • Review any default accounts currently assigned to the former employee. 
  • Update these assignments to the appropriate active staff member. 
• Save Changes
  • Click Save Location Defaults to apply your updates.

*For more details on Location Defaults, click here.

3. Assign Clients to Another Trainer (If Applicable)

Note: This step is only necessary if the former employee held a trainer role.

• Generate the Member List 
  • Run the Employee Active Clients Report for the former trainer. 
  • This report provides a complete list of all members currently assigned to that trainer. 
• Access the Replacement Trainer’s Assigned Members Page 
  • Navigate to the replacement trainer’s profile. 
  • Open the Club Setup tab. 
  • Select Assigned Members. 
• Assign Members to the Replacement Trainer 
  • Use the search field to locate a member from the report. 
  • Select the member’s profile to assign them to the replacement trainer. 
• Remove the Former Trainer 
  • Click the member’s name to open their profile. 
  • Go to the Assigned Trainers page. 
  • Find the former trainer and click the “X” next to their name to unassign them. 

*Continue this process for each member listed in the Employee Active Clients Report

4. Reassign All Scheduled Events to a New Event Owner

Enter the Calendar and view the former employee's schedule. Click each event and set its Event Owner to a remaining staff member. One of the things that should be done ensure that there are not any recurring events scheduled that need to be adjusted as well. (Add, Edit, or Delete Calendar Events)

5. Check Message History and Respond to Clients

Enter the former employee's profile and refer to their Messages section. Reply to each message populated within the window. (View Other Staff Member's Incoming Messages)
 

6. Delete Employee 

Return to User Search and set the filters to display the former employee's profile and click into it. Once there you can navigate to their Account Settings to Delete their account. (How Do I Delete/Undelete Accounts?)