How To: Employee Termination
A checklist of important procedures you can use when terminating an employee.
Contents
Secure the User Account
The first steps you should take, regardless if the employee is leaving for another opportunity, or you have to terminate an employee for cause, is to secure their account to prevent external access by the employee. The steps below should be taken to prevent access by the employee, stop customers from booking with the employee via online booking, while allowing you access to move their appointments and run reports.
Create a No Access Security Profile
The first step is to create a security profile called No Access. If you already have a No Access security profile, continue to Edit Employee Record below.
The No Access security profile allows you to have full access to the employee as though they were still active, while also preventing the employee from accessing Envision. This is necessary for two reasons. First, you can change the employee password, but they can still use “Forgot Password” to attempt to retrieve their password. Secondly, if you deactivate the employee at this point, which will also deny access, you will not be able to reassign appointments or run certain employee based reports such as Payroll Reports.
1. Go to Employee>Employee Options>Security Profiles 2. Check the list for an existing “No Access” security profile. If none exists, click on “Add a New Profile” in the Security Options panel on the left.
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3. In the Profile Name field type in “No Access” 4. Starting in the “Clients Tab” click on the “Uncheck All” button. 5. Iterate through each tab, clicking the “Uncheck All” buttons on each tab.
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6. In the Schedule tab, set "Schedule Access While At Location" and "Schedule Access Away From Location" to “Show No Appointments”
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7. Finish “Uncheck All” on all tabs. 8. Click the Save button at the bottom.
Edit the Employee Record
Next you will make the following changes to the employee record. This will allow you to prevent access to Envision by the employee and prevent your customers from booking online with the employee.
Go to Employee
Click on Employee List
Click on the Employee in the Employee List to change.
Click on “Edit Selected Employee” in the Employee Options panel to open the employee record.
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With the Employee Record open click on the Schedule Options tab.
Uncheck “Allow clients to book online with this employee" and Save.
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With the Employee Record open, click on the General Tab at the top and then click on the Login tab on the bottom half.
Enter a random password.
Click the Save button to the right of the password field.
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Change Security Profile
With the Employee Record open click on the Security Tab
Change the Security Profile, Remote Security Profile, and RxPhoto Security Level, if available, to “No Access.”
Click Save at the very bottom of the client record to apply these changes.
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Notifying Clients
You may want to notify clients who have upcoming appointments with the employee that there have been staffing changes. The following sections will walk you through creating a Dynamic Client List of the clients with upcoming appointments with the employee, and how you can use this list to reach out to the clients via email, traditional mail, SMS, or phone.
Create a List of Clients with Appointments
The following steps are used to create a dynamic client list of customers who have upcoming appointments with your terminated Employee. This list can be used to create a call list, email campaign, SMS campaign, to notify your clients that their appointments will be moved or cancelled.
Go to Marketing
Click on Dynamic Client Lists
Click on “Add a New List” on the Client List Options panel on the left.
In the “Description” field give the list a name such as “Jon’s Clients”
Click on the “Appointment Options” tab.
Check the Appointment Filter
Set the date range from the employee’s final day into the future (see the example image below)
In the “Employee(Optional)” field select the terminated employee.
Click Save Record
TIP: If you would like more information on using Dynamic Client Lists, click here!
Create an Email Template
Create an email template explaining the new circumstances. You can click here for a guide on using our Email Template Creator tools to create the perfect email to notify your clients.
Send an Email Campaign
Use our Email Marketing Wizard to send bulk emails to the clients from your Dynamic Client List to notify your clients by sending them the email template you created above. Here are the steps.
1. Go to Marketing 2. Click on Email Marketing Wizard 3. Give the campaign a name and description. Note that the client will not see this information, this is for your reference only.
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4. Click Next 5. Select the template you created above. 6. Click the "Use" button next to the Dynamic Client list you created above.
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7. On the Preview section you can enter your email and click the Send Preview button to test the template. 8. Click Next 9. On the Send section enter an email subject
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10. You can schedule the email to be sent later or send it now. 11. Click Send
TIP: You can get more information on our Email Marketing Wizard by clicking here!
Send an SMS Campaign
You can notify clients of the staff changes via SMS marketing. However, these will deduct from your 2-Way SMS messages and charges may apply.
Go to Marketing
Click on SMS Campaigns
Enter a name for the SMS Campaign. Note that this is for internal use only, and your clients will not see the SMS Campaign Name
Click the arrow to proceed.
In the “Load Settings From Filter” drop down select the Dynamic Client List you created above.
Click the right facing arrow to proceed.
On Step 3 you will enter the text for your message. Try to keep the message below 150 characters. If the message exceeds 150 characters, it will send as 2 messages and you will be charged accordingly.
On Step 4 you will see a preview of the message you will be sending.
On Step 5 you will see the number of clients you will be sending the messages to, and the character count. Note that if you are using merge fields, the actual message length will vary.
If you are satisfied with the message content and the number of messages, click Send.
If you would prefer to contact your clients directly concerning their appointments, you can use the Dynamic Client List created above to filter a client report.
Go to Reports>Client Reports>Client Name/Address List
Under the Client List section check the box for "Use Client List"
Select the Dynamic Client List created above.
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Click Preview
Create a Mailing List
If you want to send traditional mailing notifications to your clients you can apply the Dynamic Client List created above to a Mailing Labels report.
Go to Reports>Client Reports>Mailing Labels
Under the Client List section check the box for "Use Client List"
Select the Dynamic Client List created above.
Select the correct label format for your labels.
Click Preview
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Move Existing Client Appointments
Now that the employee is no longer able to access the system, you can focus on moving their appointments to new service providers. There is no tool to automate this process due to the possible issues with the software having to make specific choices about where appointments can be moved. Your staff may need to call clients individually if no room is available at the same date and time for other employees.
Run Final Employee/Payroll Reports
If you regularly run payroll, sales, or other employee reports consider running any reports for this employee at this time. Once an employee is deactivated (see below) the output of some reports will be affected. For instance, you will specifically want to run any Payroll Reports at this time as the employee will not show or be selectable after the employee is deactivated.
NOTE: If necessary, you can always reactivate an employee to run these reports in the future. However, it is best practice to run any reports at this time if possible.
Deactivate Employee
Once you have all of the reports, appointments moved, and other maintenance done, you can finally remove the employee from your system. Keep in mind that doing this will not delete the employee. Deleting employees is not a feature in Envision. However, deactivating the employee is effectively removing them, while giving you the ability, if needed, to reactivate the employee when needed. Here are the steps to deactivate an employee:
Standard Accounts
Envision Standard account will manage their employees from the Manage Account screen.
If you are logged into Envision, log out.
From the Log in page enter the credentials for a user that can Manage Envision Subscriptions
Check the box for Manage Envision Subscription
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Click Login
On the Subscription Management page click on Manage users, passwords, security levels.
Double click on the employee to edit.
On the Edit User Screen check the box for “This employee is deactivated”
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Click the “Save User” button to submit the changes.
Preferred / Ultimate Accounts
Go to Employee at the top menu of Envision.
Find the employee you want to deactivate.
Single click on the employee
Click the Activate/Deactivate option on the left.
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Reactivate Employee
You may need to reactivate the employee in the future. If so, you can follow the steps below to find and reactivate the terminated employee.
CAUTION: If the No Access security profile created above is no longer available, the employee's account will no longer be restricted by the limitations of the account. While it is unlikely that the employee will attempt a login after an extended period of inactivity, it might be prudent to verify your No Access security profile exists, and after reactivating the employee, verify that the security profile is applied.
Standard Accounts
Envision Standard account will manage their employees from the Manage Account screen.
If you are logged into Envision, log out.
From the Log in page enter the credentials for a user that can Manage Envision Subscriptions
Check the box for Manage Envision Subscription
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Click Login
On the Subscription Management page click on Manage users, passwords, security levels.
Check the box to Show Deactivated Employees.
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Double click on the employee to edit.
On the Edit User Screen uncheck the box for “This employee is deactivated”
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Click the “Save User” button to submit the changes.
Preferred / Ultimate Accounts
Go to Employee at the top menu of Envision.
Click on Show Inactive Employees on the left hand Employee Options panel.
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Find the employee you want to deactivate.
Single click on the employee
Click the Activate/Deactivate option on the left.
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