When a staff member is no longer employed by your office, there are a few important steps to follow to ensure all areas of your database are updated. Below are instructions that cover the necessary steps to be completed by a Full Access User.
Once you have actioned any of the below bulk actions, this cannot be reversed. Please ensure that all data and users selected are correct prior to performing the below bulk actions.
Step by step
Deactivate staff member access (STEP 1)
Within the staff members' user management settings, we also provide the option to invalidate their login sessions. This will automatically log out the user from both the VaultRE web and mobile applications.
Backup/Export Data (Optional if staff member requires their data - STEP 2)
1. Go to Housekeeping > Backup/Export
2. Select the departing staff member via the Filter by Staff dropdown
3. Tick the desired data you would like to export > click Export Data
Once the file has been exported an email will be sent to the exporting user with a ZIP file. This can be downloaded and will contain all the exported data in “.csv” files.
Reassigning of contacts (STEP 3)
1. It is recommended that the contacts be reassigned not only to another staff member but also assigned to a custom contact category. We first suggest creating a category in the name of the departing staff member and making this accessible only to yourself or other Full Access Users - Instructions on how to do this can be found in the Setup Categories knowledge article.
2. Once the custom contact category has been created, we can now start reassigning the contact data. This can be done by going to Contacts > Filter Contacts
2. Select the name of the departing staff member in Marketing Contact > Then click Search
3. This should then bring up a list of all contacts assigned to the departing staff member you have selected above, to which you will need to action the below to reassign the contact data:
- Assign To Category - Here you can bulk assign these contacts to the custom contact category you had created in the name of the departing staff member
- Assign Marketing Contact - Here you can assign the new marketing contact
- Update Access - Here you can remove and assign who has access to View/Read & Edit these contacts
5. Repeat the above steps once more to reassign the contacts of the departing staff member, where they are attached as Marketing Contact #2
Should these contacts belong to categories created and assigned by the deleted user, you will need to ensure that you reassign the visibility settings of the deleted staff members' categories. More information on this process can be found in the Setup Categories knowledge article.
Reassigning of properties (STEP 4)
1. Go into Properties > Filter Properties
2. Update the property status to include For Sale or Lease (Dependant on the properties the departing staff member is attached to) and ensure that the property status is set to Any. Next, select the name of the departing staff member in the Agent section > Select Agent #1 from the dropdown > Click on Search
3. This should then bring up a list of all properties assigned to the user selected above, where they are assigned as Agent #1 as the Contact/Enquiry: Staff Member(s) on the property card
4. Click on Update Enquiry Staff - Here you can assign the new Enquiry Staff > click on Update Contact/Enquiry Staff #1
5. Repeat the above steps once more to reassign the properties of the departing staff member, where they are attached as property Agent #2
Reassign task lists/To Do list (STEP 5)
1. Go to Housekeeping > Reassign Task List
2. Select the departing staff member within the From: dropdown > Then select the To: dropdown to the staff member being assigned the departing staff members tasks
3. Click on Transfer Now once you have defined the above
4. Once completed, the last 50 transfers will be logged as per the below example:
Reassign Calendar Events (STEP 6)
1. Go to Housekeeping > Reassign Calendar Events
2. Select the departing staff member within the From: dropdown > Then select the To: dropdown to the staff member being assigned the departing staff members calendar events
3. Click on Reassign Now once you have defined the above
4. Once completed, the last 50 transfers will be logged as per the below example:
You have the option to revert a reassign if done in error, however, this button will only be available for 60 days from the date of reassign.
Reassign Email Alerts (STEP 7)
1. Go to Housekeeping > Reassign Email Alerts
2. Select the departing staff member within the From: dropdown > Then select the To: dropdown to the staff member being assigned the departing staff members email alerts
3. Click on Reassign Now once you have defined the above
4. Once completed, the last 50 reassigns will be logged as per the below example:
You have the option to revert a reassign if done in error, however, this button will only be available for 60 days from the date of reassign.