End someone’s employment
People leave. Some resign, some don’t continue after mock training, some simply finish the season. When that happens mid-season, the hard part isn’t the decision — it’s everything that hangs off it: the events they were going to work, the flight already booked, the room they were sharing, the tasks they were holding.
End employment handles that in one step, and keeps everything you already know about the person.
Ending someone’s employment is a date on their profile, not a deletion. Their profile, past events, pay, travel, documents and debriefs all stay exactly as they were. You can reinstate them at any time.
Who can do this
Only admins. Coordinators see that someone has left (and when), but not why, and can’t end or restore employment.
Ending someone’s employment
Open their profile
Go to Staff, find the person, and open their profile.Click End employment
It’s in the row of buttons at the top of the profile.Pick the effective date
This is the first day they no longer work for you. It defaults to today and can be a future date — for example, the day after their last event.Add a reason (optional)
Pick one from the list — Resigned, Not continuing after training, Season or contract ended, Performance, Conduct or Other — and add a note if it helps. The reason and note are visible to admins only: never to the person, and not to coordinators.Click Review what happens
You’ll see every upcoming event they’re on from that date, and what’s attached to each: the position, flights (booked or not), a hotel room, a rental car, and any tasks they hold. Events that are already under way are listed separately and left alone.Click End employment
The result screen lists everything that was done, with a link to each event’s replacement checklist.
What happens to their upcoming events
For every event they’re on that hasn’t started yet and runs on or after the effective date:
- They’re taken off the event, the same way Remove on the event page does it. The seat shows as needing a replacement, and their time on the event stays on record.
- The coordinators get a checklist on the event page — the same “Someone dropped out” card you’d get from Something changed?, headed Replace {name} as {position} — {event}, {dates}. It includes a ranked call list of who can cover, and appears under Open disruptions on your Dashboard. It aims for the replacement to be in place two weeks before the event.
- Booked travel is not cancelled automatically. Each booked flight, hotel room and rental car becomes a decision on the checklist (Flight booked: cancel or rebook) and in Travel actions. If you cancel a flight, finish it under Travel actions and you’ll be offered the chance to record the airline credit.
- Coordinators get one summary notification — not one per event. The person who left is not notified event by event.
Events that already started, and everything in the past, are not touched. If someone needs taking off an event that’s under way, do it from that event’s page.
Their tasks
Open tasks they won’t be around for move to you (the admin ending their employment), on your own staff profile. If their end date is in the future, tasks due before then stay with them.
If you don’t have a staff profile of your own, their tasks stay assigned to them, and any task tied to one of their events is added to that event’s checklist so it isn’t lost.
A future date
You can set an effective date in the future. They’re taken off events from that date on straight away, so coordinators can start planning, but until the date arrives they keep their access and appear on your staff list as Leaving with the date.
What they see
From the effective date:
- Signing in to the staff portal or the app shows “Your access to {your company} has ended”, with the date and a Sign out button. They never see the reason.
- They stop receiving notifications, broadcasts, weekend packets, debrief requests and reminders from your company.
- Any pending invitation is revoked.
- Their login itself isn’t deleted.
People using a version of the phone app from before this feature won’t see the “access has ended” screen until they update. They still won’t receive anything from you, and they’ve been taken off their upcoming events. If they also sign in as an admin or coordinator, ending their employment doesn’t change that — change their role under Company → Users.
Staffing after someone leaves
From their effective date, the person is left out of everything that offers people for work: the event staffing pool, AI staffing, the season planner, swap and replacement suggestions, bulk invites and the assistant. Trying to assign them to an event that runs on or after their end date is refused with a message saying why.
Finding former staff
The Staff list shows current staff, exactly as before. Once anyone has left, you’ll see a Current / Former / All switch and a N former staff link above the list. Former staff are marked with the date their employment ended, and search finds them when the switch includes them. The address bar keeps your choice, so you can share the link.
Reinstating someone
On a former staffer’s profile, click Reinstate. They can sign in and be staffed again straight away.
Reinstating doesn’t put them back on the events they were taken off — those seats may already be filled. Add them back from each event page if you need to. A revoked invitation stays revoked; send a new one if they never signed in.