Deactivate a Team Member

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At a glance

Deactivating a team member in OneClick happens through your HR or scheduling system, not through a button inside the OneClick app. When a team member is marked Terminated in HR, OneClick waits three days and then unchecks the Team Member permission, blocking sign-in. The profile itself is archived, not deleted; Directors can still view it to support rehire decisions. This article explains the standard path, the urgent path (if access must be removed immediately), and how to reverse an accidental termination.

Before you start

1. Confirm the team member is actually leaving the store versus changing roles or transferring to another location. A role change is a permission edit, not a deactivation. A transfer within a multi-store organization is handled differently. See Understand Permission Levels.
2. Know whether this is a standard termination (HR-sync path) or an urgent situation (immediate access removal). The two paths have different mechanics.
3. Understand that the team member's historical record (passports, ratings, infractions, MooLa transactions, tenure) is preserved after deactivation. Archival is by design; it supports future rehire decisions.
4. Estimated time: the HR-sync path is a one-minute action in your scheduling platform plus a three-day wait; the urgent path is a support ticket plus response time.

Steps

Path A: Standard termination via your HR or scheduling system

This is the preferred path for every termination that is not time-critical.

1. Open your HR system or scheduling platform (HotSchedules, Vendor Bridge, or the CFA Home integration depending on your setup).
2. Mark the team member as Terminated using your platform's standard workflow. OneClick does not need any action; the sync handles the rest.
3. OneClick receives the termination signal on the next sync. The profile remains active for three days after the signal is received.
4. After the three-day grace period, OneClick automatically unchecks the Team Member permission on the profile. Sign-in is blocked from that point forward.
5. The profile is now archived. It remains in OneClick with the full historical record intact and is viewable by Directors through the Include Archived filter in the Team list.

The 3-day grace period is intentional. It catches accidental terminations before access is actually removed, and it preserves the team member's record long enough for leaders to reference their history during the transition.

Path B: Urgent access removal

Use this path only when immediate access removal is required (for example, a serious workplace incident, a compliance-driven separation, or a data-security concern). The standard path is preferred for every other case.

1. Contact OneClick support via OneClickApp.com/support.
2. Provide your store number, the team member's name, and a brief reason for the urgent removal. Support does not require detailed justification but will log the request.
3. Support manually unchecks the Team Member permission on the profile, blocking sign-in immediately.
4. Mark the team member as Terminated in your HR or scheduling system in parallel. Without the HR-side action, the sync may attempt to re-check the Team Member permission on a future sync.
5. The profile is archived, same as Path A, and viewable by Directors through the Include Archived filter.

Support typically processes urgent requests within one business day and faster during standard business hours.

Path C: Reversing an accidental termination

If a team member was marked Terminated in HR by mistake, the reversal is straightforward if caught in time.

1. Within the 3-day grace period. Re-activate the team member in your HR or scheduling system. OneClick picks up the reversal on the next sync. No OneClick action is needed; the Team Member permission was never unchecked, so sign-in continues to work.
2. After the 3-day grace period. Re-activate the team member in HR, then ask the person who manages OneClick permissions for your store (typically a Director) to re-check the Team Member checkbox on the profile's Permissions tab. The team member can sign in again immediately after the checkbox is re-checked.

Act fast if the termination was a mistake. The 3-day window is intentionally short so that deliberate terminations take effect in a predictable timeframe, but it means accidental terminations need to be caught quickly.

Video

Video coming soon.

Common gotchas

The team member was terminated in HR but can still sign in to OneClick.

The 3-day grace period has not elapsed. Wait the three days. If the team member must be blocked immediately, switch to Path B (support ticket for urgent removal).

I want to deactivate a team member by unchecking the Team Member checkbox myself.

This is not self-serve in most configurations. Even a Manager with Edit permissions cannot always uncheck the Team Member box directly; the HR sync is the canonical path. For urgent cases, go through support.

A team member left several months ago but I cannot find them in the Team list.

Their profile is archived. The active Team list hides archived profiles by default. Click Include Archived in the filter row on the Team screen. Director permission is required to see archived profiles. See Access an Archived Team Member's Profile.

I need to delete a former team member's profile entirely.

OneClick archives rather than deletes by design. Historical data (ratings, infractions, passports) supports rehire decisions even years later, and deletion would destroy this audit value. If a compliance reason requires deletion (for example, a data-subject request under applicable law), contact support; do not attempt to overwrite the profile with placeholder data.

The archived profile shows old data that is no longer accurate.

Archived profiles are read-only in most respects. The data is a point-in-time snapshot of the team member's history at the time of archival. That is the intended behavior; archived data should reflect what was true when the team member was active.

The team member is being rehired. Do I need to create a new profile?

Rehire workflows are separate from deactivation. When a former team member is rehired, the preferred path is to re-activate them in your HR system rather than create a new profile. This preserves the historical record and avoids duplicate profiles for the same person. Contact support if you need help linking a rehire to an existing archived profile.

A terminated team member's MooLa balance is still visible.

Archived profiles preserve MooLa balance, transaction history, and redemption records. The balance is no longer redeemable (the team member cannot sign in), but it remains visible for audit purposes. If your store wants to redistribute unspent MooLa on termination, handle that before marking the team member as Terminated in HR.

A leader was demoted, not terminated. Do I use this article?

No. A demotion is a role change, not a deactivation. Open the team member's Permissions tab and adjust the role checkboxes. Keep the Team Member checkbox checked. See Understand Permission Levels.

We have a seasonal team member who is leaving for a few months and coming back.

You have two options. One, treat the departure as a termination and rely on the rehire path when they return (the archived profile is re-activated). Two, leave the profile active but remove them from the schedule in your HR system so they are not assigned shifts. Option two preserves the active session and all associated habits (notifications, saved preferences); option one is cleaner if the gap is long. There is no "pause" state in OneClick; the decision is between active and archived.

Related articles

1. Understand the Team Member Profile (Reference) for the profile structure that gets archived
2. Edit a Team Member Profile (How-To Guides) for the edit-lifecycle counterpart
3. Access an Archived Team Member's Profile (How-To Guides) for the read path after deactivation
4. Understand Permission Levels (Reference) for the 3-day grace period mechanic and the Team Member checkbox
5. Why a Permission Change Has Not Taken Effect (Troubleshooting) for "I marked the team member terminated but they can still sign in"
6. Request a Permission Change (How-To Guides) as the submission path for urgent support action

Still stuck

If a team member is marked Terminated in HR but access is not removed after the 3-day grace period, or if a rehire cannot be linked to an existing archived profile, submit a support ticket with:

1. Your store number.
2. The team member's name.
3. The date the termination was marked in HR.
4. The date of the most recent sync between HR and OneClick (if known).
5. Whether the team member can or cannot currently sign in.
6. Any relevant screenshots.

Support typically responds within one business day.

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Pre-publish checklist

11 27501f53-8982-4cb2-ad55-dbb3b73eee1f complete Seven sections filled.

12 e6199cf6-9625-4b54-b562-0dbb3b514bed complete Multi-path How-To (three paths: standard, urgent, reversal).

13 1e1e4356-1708-46da-9ce3-ebf364f1708d complete Re-frame at the top: deactivation is not a OneClick button.

14 c8193a79-1301-4802-a9cb-064e29164499 complete No em dashes, no hedge words.

15 e7bb21da-164a-4c60-a77c-78e81561b81e complete Permission-based role references throughout.

16 ebeecc1b-90c3-438c-ac64-c8cc42beb3bf complete Voice: leader and team member, not operator.

17 d307dbf7-6fb3-4cd7-abe1-4d82467a4fa1 complete No real team member names or store numbers.

18 6c921cf4-32fc-44fb-84a5-098eaf7be37a complete 3-day grace period mechanic documented consistently with Understand Permission Levels.

19 7d7e2de7-d4a4-420b-9143-45bda552a3e6 incomplete UI verified against Production.

20 2b0eab53-b3bb-4238-8bce-1b3c798f2fb5 incomplete Reviewed by Jared and Kevin.

Why this article exists

Surfaced by the Wave 1 cross-link map Pass 2 audit (Turn 38, Flag 38). Understand the Team Member Profile references this article as a placeholder in its Related list. Deactivation is a high-confusion area because the expected mental model (a button inside OneClick) does not match the actual mechanic (HR sync with 3-day grace). Explicit re-framing at the top, then three clear paths, should deflect the common support-ticket patterns: "how do I deactivate a team member," "why can the terminated team member still sign in," and "how do I restore access after accidental termination."

Source

Derived from Understand Permission Levels v3 (394854401) for the 3-day grace period and two-check pattern, and Understand the Team Member Profile v1 (396918799) for the archival model and Include Archived filter. No new VERIFY blocks.