Deactivate or Reactivate Staff

Updated 2/4/26

This article describes how to deactivate and reactivate records for staff in your ABE program.

It's important to keep staff records updated for database security and accurate reporting.

• When staff stop working with your program, deactivate their record. (This won't delete or hide the person's name from the Staff tab, which must be kept for historical records.)
• When staff return to work with your program, reactivate them.

Determine which staff are currently designated as active

1. On the Staff tab, look for the Active column.
2. Click the down arrow in the search box. 
3. Select "Checked" from the menu. A check mark means the person is active (currently a part of your program) based on their Program Entry/Exit Status history item. A blank means they are inactive; they have been given a Program Exit Date history item and are not currently working with your program.
   

Note: you cannot check or uncheck the Active box. SiD marks it automatically by looking at the Staff>History tab. The most recent ABE Program Status history item of Entry or Exit determines whether the Active box is marked.

Deactivate staff

Deactivating a staff member requires three steps:
• Exit them from all enrolled classes
• Add a Program Entry/Exit Status > Exit Date history item
• Remove SiD login access

 Important! 

• Setting a staff person’s Program Entry/Exit Status to Exit does NOT remove their ability to log in to the database. To fully revoke access rights, you must remove their login rights.
• Please do not remove login access for shared staff until you’ve checked with us at [e-mail]. Removing login rights for shared staff will block them from all SiD sites—including ones where they are still actively working. A quick check with us helps keep everything (and everyone) running smoothly.

Exit staff from all enrolled classes

1. On the Staff tab, search for and select the desired staff name
2. Select the Staff>Schedule tab. Choose the class name from the Currently Scheduled section.
3. In the Edit window that appears, enter an End Date—ideally the last day they were in class
4. Click the Save Changes button. 
5. Repeat for other classes in the Currently Scheduled section

Add a Program Entry/Exit Status > Exit Date history item

Complete the form at the top of the Staff>History screen.

1. For the Effective Date, type the last date the staff person worked for your program
2. From the History Group menu, select Program-Entry/Exit Status
3. From the History Item menu, choose Exit
4. Click the Save button

Remove SiD login access

Please do not remove login access for shared staff until you’ve checked with us at [e-mail].

1. Go to the Staff>Account screen
2. Click the Remove Login Rights link to clear the staff account email.

Reactivate returning staff

1. On the Staff tab, search for and select the desired staff name
2. Select the Staff>History tab.
3. Complete the form at the top of the Staff>History screen.

• For the Effective Date, type the date the person returned
• From the History Group menu, select Program-Entry/Exit Status
• From the History Item menu, choose Re-Entry or Entry
• Complete the optional Comment field as desired
• Click the Save button
  

4. Add or update Staff Experience and Education Completed rows, and other history items as needed.
5. On the Staff>Summary screen, update the State Staff Type and Staff Hourly Type fields as needed.
   
6. Add any staff account privileges for staff.
    NOTE:  If your staff person is shared with another site, the activation steps may be different. Contact us at  [e-mail] for guidance.

• Go to the Account subtab.
• Create a new account for the staff person. See Add, Change, or Remove Login Privileges for Staff for complete details.