When somebody leaves

Two things to do, and one thing that deliberately does not happen.

Close the account

On the people page, open the person and make them inactive. That takes effect immediately: existing sessions stop working and the password no longer signs anybody in.

Do it on their last day rather than when you next think of it. It is the one step that actually removes access.

Move what only they could do

Before or straight after, check:

• School Admin. If they held it, make sure at least one other person does. A school with no School Admin cannot invite anybody, which is a worse afternoon than it sounds.
• Staff roles. If they were the safeguarding lead or a fire marshal, retire them from that role on the staff roles page and name whoever takes it over. Standing training requirements follow the role, so the successor is assigned the training without anybody making a list. See standing requirements and staff roles.
• Training places. Anything they were booked on can be substituted free of charge to whoever goes instead. See naming, substituting and cancelling.

What stays

Their orders, their bookings and the school's activity log all stay. They are statements about what the school did, and rewriting them would make the record untrue.

Their help conversation stays with the school, and whoever replaces them can read all of it. That is the whole reason it is held that way: the context of a question asked in March is worth more to the person who arrives in September than to anybody else.

What follows them

Their training record. It belongs to the person, and if they turn up at another school in the borough with the same email address it goes with them. It is worth telling them to print their record before their last day.

Erasure

Closing an account is not erasure. Where somebody asks for their personal data to be removed, you raise the request from their own page and City Council completes it: their name and contact details are cleared, and the financial rows they are attached to survive with the person anonymised.

City Council does that half rather than the school because anonymising rows that invoice lines point at is not a school's decision about its own history. What has gone is the email a school used to have to send. See the activity log, and erasure requests.

Deleting an account outright

There is no such button, and that is not an omission. An account deleted would take an order line, a certificate or an audit entry with it, and none of those are yours to remove.