Withdraw Employees

1. Select Core.

2. Select Users.

3. Select Withdraw employees.

4. Select the users who no longer work for the school or who won't return next year.

5. Select Next.

6. For each employee, select whether they should be withdrawn Immediately or whether the change should be Effective at a later date and time.

   Note: Use the Default row to select settings for all employees in the list.

7. If users should no longer login, select Remove access.

8. Select Save & exit.

Platform managers can withdraw employees.

Withdrawing employees moves the user to the Past Faculty or Past Staff role so they no longer have current faculty or staff access. However, they can retain access to login or even lead community groups.

Tip: If an employee still works at your school, but their job title or responsibilities have changed, update their roles instead of withdrawing them. To edit a user's employment, see manage employment

1. From Core, use the People finder to choose the individual you want to work with and then select the Access tab.

2. From the Access tab of the user's profile, find the Employment tile and then select Edit employment.

3. For General, you'll enter basic information about the employee's access.

   If you know when employment should end, enter Withdraw date and time. When employment is withdrawn, the user's roles are updated to "Past" versions, so they no longer have access to current roles.

   If the user shouldn't login, even using their "Past" role access, select Disable user's account.

   By default, they still have access to login. For example a Past Teacher might remain involved in a community group.

   Note: To withdraw past employees from their groups, go to the Groups tab of the user's Core profile. Some groups may also need new leaders.

4. Enter any additional changes.

5. Select Save .

When a user has an employee/volunteer role ( and their employment is withdrawn, their user is automatically assigned a “Past” version of the role, even if their login access is disabled.

You can remove these “Past” roles. You'll most likely do this onboarding and offboarding of employees, when troubleshooting or testing, or while performing data cleanup. For example, you can correct a user's employment history or remove access that might be lingering from the past employee/volunteer roles’ tasks.

Platform managers (and other users with access to manage roles) can do this from Core, Security, Roles. Find the past role in the list and select the # of members on its row. Next, select Members and find the user in the list. Then select More (...), Remove, and confirm the change. For details, refer to security roles and tasks.

When you remove a user’s membership from a past employee/volunteer role, a record of their previous access is saved to the user’s role history.

Note: This also enables an admin to change a specific part of the employment without undoing all the employment changes.

When a staff member departs your school, disable the former employee's account on your Identity Provider IdP.

This makes the email address unavailable to the former employee and the account can be completely deactivated in the future.

However, for some situations, you may not want to disable the account, but rather change the password, such as if you need the replacement staff to have ongoing access to the departed user's inbox. This is acceptable as long as the former user did not link any other organizations to the Blackbaud ID account.

See Troubleshooting Blackbaud ID.