What happens when someone leaves
What deactivation actually revokes, what it deliberately keeps, and the order to do things in.
On the last day
Deactivate the staff member from their record. Not the following week, not at the end of the month — the gap between a last shift and a deactivation is the one an auditor asks about, and it's the one that's hard to explain.
What gets revoked
Deactivation ends access to rosters, family contacts, photos, messages and billing, and signs out sessions that are still open — including on a shared classroom tablet that nobody thought about.
This applies however they signed in. A staff member who used a RoundUp password loses that password's access; one who signed in through your directory loses that too.
What is kept
Their history stays and stays attributed to them: incident reports they filed, check-ins and check-outs they recorded, doses they logged, notes they wrote.
This is deliberate. Those are licensing records about children, not personal records about the employee, and a record that disappears when its author leaves is not a record.
If you use a directory
Centers connected to JumpCloud, Okta, Microsoft Entra or Rippling can deactivate in the directory and let RoundUp follow. That's the whole point of connecting one: offboarding becomes a single action instead of a list you have to remember.
See Connect JumpCloud.
A short checklist
- Deactivate the account In RoundUp, or in your directory if you've connected one.
- Check shared devices Classroom tablets and the check-in kiosk. Deactivation signs sessions out, but confirm the kiosk is still locked to kiosk mode.
- Reassign their rooms So ratio coverage doesn't silently depend on someone who has gone.
- Change the director PIN If they knew it. PINs are shared knowledge, not accounts, so deactivating a person doesn't change what they remember.
The director PIN. Access can be revoked; a number someone memorised cannot be. If a departing staff member knew it, change it the same day.
More: All director guides