How to Mark an Employee Inactive in ElderSuite

📝 Overview

When a staff member leaves your center, retire their record by marking the employee Inactive. The record stays in ElderSuite, the employee drops off the active staff list, and they can no longer sign in.

Open Provider Center from the ElderSuite main menu, click Manage Employees, and open the employee on Employee Information. The Inactive check box and the Release Date are both on that window.

ElderSuite serves adult day care centers nationwide.

Marking an employee inactive is usually the right choice instead of deleting. Once an employee is referenced by other records, such as past attendance or signature records, ElderSuite will not delete them. Inactive keeps the record on file while taking it out of daily use.

For a map of everything on the Provider Center, see ElderSuite Provider Center Overview.

⚙ How It Works

1. Open the Employee Record

Open Provider Center and click Manage Employees. Double-click the employee's row, or select it and click Edit, to open Employee Information.

A Limited Access user needs the Manage Employees permission on their employee record. Without it, the Manage Employees button on the Provider Center is grayed out. A Full Access sign-in always has the button. Permissions are set as described in How to Add Employees and Set Permissions in ElderSuite.

2. Enter the Release Date

If your center keeps the date an employee left, enter it in Release Date on the Contact Information tab.

The Release Date is a record of the date only. It does not take the employee off the active list. The Inactive check box does that.

3. Check Inactive

Check the Inactive check box at the right-hand end of the employee name heading row, above the tabs. Click it with the mouse; the Tab key skips this check box.

4. Click Save & Close

Click Save & Close. The Inactive setting is saved to the employee record, and the window returns to Manage Employees.

Once the record is saved:

• The employee drops out of the Active view on Manage Employees.
• The employee can no longer sign in to ElderSuite.
• If the employee is signed in on a computer at that moment, ElderSuite closes on that computer within five minutes with the message: “Your employee login has been made inactive by your administrator, so ElderSuite will now close.”
• The employee's initials become available to another active employee.

5. Find Inactive Employees Later

Manage Employees always opens on the Active view, which leaves inactive employees out. Choose All from the View: dropdown on the menu bar to list every employee. A narrow, unlabeled marker column beside the name shows which employees are inactive. Choose Active again to return to current staff only.

Employee documents are kept with the employee record. To review or file personnel paperwork, see How to Manage Employee Documents in ElderSuite.

6. Bring an Employee Back

If an employee returns, or was marked inactive by mistake, open them from the All view, uncheck Inactive, and click Save & Close. They return to the active list and can sign in again.

Their initials are checked again against the other active employees. If another active employee now uses the same initials, ElderSuite stops the save and asks for different initials.

✅ Important Limitations

Entering a Release Date does not mark an employee inactive. Check Inactive as well.

An employee who is signed in when you save is not signed out instantly. ElderSuite closes their session within five minutes. If that computer cannot reach ElderSuite during the check, the employee stays signed in until the next successful check.

The account administrator's employee record cannot be marked inactive or deleted. On that record, the Inactive check box is grayed out.

Deleting an employee is done from Employee Information, not from the Manage Employees list.

Changing the account username and password changes the account sign-in only; it is not the way to lock out a departing employee. Mark the employee Inactive instead. If the employee also knew the shared account credentials, see What Happens When You Change Your Account Username or Password in ElderSuite.

⚠ Mark Inactive Instead of Deleting

Employee Information has a Delete button on its toolbar. Delete removes the employee record permanently, so use it only for a record that was never used anywhere in ElderSuite.

ElderSuite first asks, “Are you sure you want to delete this record?” No is the highlighted answer, so pressing Enter keeps the record.

If the employee is referenced by other records, ElderSuite will not delete them, and the record stays exactly as it was. Check Inactive and click Save & Close instead.

💡 Need More Help?

For step-by-step assistance, click Ask Eddie from within ElderSuite.