Here is a list of steps to take when an individual leaves an organization in your database. We have included the additional steps for if that individual was a staff member of your organization.
When a staff person of a member organization leaves the organization
- Sever their connection to the organization (i.e., mark them former staff)
- Check their access levels to make sure that they were not given any additional access
- Check to make sure that they are not an any committees
- The next day, after lists have re-generated overnight, check their list memberships to make sure that they are not still on lists you don’t want them to be on. (e.g., many lists are based on criteria, but sometimes associations create lists of people they manually choose. If this is the case, the person may not be automatically removed)
When a staff person of the ASSOCIATION leaves
- Sever their connection to the association (i.e., mark them former staff)
- Check their access levels to make sure that they were not given any additional access
- Check to make sure that they are not an any committees
- Check to make sure that they are not the Admin on any lists.
- In the Communications module, Search for Individual Lists with this individual as an Administrator. If this person does not appear in the dropdown list of admins, they aren’t one. It’s that easy.
- If they are an admin on any lists, please remove them by editing the list. If they are the only admin, you’ll need to replace them with another staff member.
- The next day, after lists have re-generated overnight, check their list memberships to make sure that they are not still on lists you don’t want them to be on. (e.g., many lists are based on criteria, but sometimes associations create lists of people they manually choose. If this is the case, the person may not be automatically removed)
- Contact Matrix to remove the record in our client database
Important Note on Access Levels
- You can view an individual’s Access Level by clicking on the Access Level tab in their profile in Maxx
- The Access Levels are an historical snapshot of access, based on the users’ last login to the WWW site. What does this mean? This means:
- When a staff person leaves your organization, and you remove them from various access groups and privilege groups, those access levels will still be listed on the person’s profile, in the Access tab, until the person logs in to the WWW site again
- Rest assured, however, that they do not have those rights currently – they only had those level of rights the last time they logged in
- If you would like to have the Access tab for a former staff person be blank, simply login as that user on your WWW site (after removing all of their various access levels). This new login will clear out the Access tab and the Access tab will record all the current access levels (which, more than likely, will be no access levels)
- If you would like to see if the individual has recently had any activity, you can view their login report linked under the reports section of the Individual View page.