Staff Offboarding

Safely remove a team member from your venue — deactivate their profile, revoke access immediately, and choose how to handle their future bookings — so your calendar stays clean and your clients stay informed.

Where to find it — Web: Sidebar → Team → select staff member → Settings tab → Danger Zone. Mobile: More → Team → staff member → Remove Team Member.

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Overview

Staff offboarding lets you:

• Deactivate a team member's profile (soft delete — booking history is preserved)
• Revoke login access and venue membership immediately
• Reassign future bookings to another team member, move them to a House Account, or cancel them
• Optionally notify affected clients about booking changes via email and SMS
• Confirm the action with a safety step to prevent accidental removal

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Offboarding on web

The web offboard flow is a 3-step dialog with impact analysis, strategy selection, and type-to-confirm safety.

Step 1: Start the offboard process

1. Go to Team in the sidebar.
2. Select the team member you want to remove.
3. Click the Settings tab in the detail pane.
4. Scroll to the Danger Zone section at the bottom.
5. Click Deactivate / Offboard Team Member.

The offboard dialog opens with Step 1: Analysis.

Step 2: Review the impact

The analysis step shows:

• A large count: "{count} Future Bookings" found for this team member (pending and confirmed bookings with a start time in the future)
• Three bullet points explaining what will happen:
  1. "Profile will be archived (Soft Delete)."
  2. "Login access will be revoked immediately (Kill Switch)."
  3. "You must decide how to handle the {count} bookings."

Click Next to proceed.

Step 3: Choose a booking strategy

Select one of three Reassignment Strategy options:

Option	Label	What it does
Move to another Stylist	"Transfer all future bookings to a specific team member."	Reassigns all future bookings to a staff member you select from the dropdown. The dropdown shows all other active staff at the venue.
Assign to House Account	"Keep bookings active but unassigned. Manage them manually."	Moves bookings to a system "House" account (auto-created if one does not exist). Bookings remain active but are not assigned to any team member.
Cancel All	"Cancel all future bookings and notify clients."	Cancels all future bookings. Shown with red destructive styling to signal the impact.

If you select Move to another Stylist, a dropdown appears — choose the target team member before proceeding.

Below the strategy options, a Notify Clients checkbox (checked by default) controls whether affected clients receive an email or SMS about the booking change.

Click Next to proceed.

Step 4: Confirm the offboard

The confirmation step shows a warning message tailored to your chosen strategy:

• Cancel All: "This action cannot be undone easily. {count} bookings will be CANCELLED."
• Move to another Stylist: "This action cannot be undone easily. {count} bookings will be MOVED."
• Assign to House Account: "This action cannot be undone easily."

Type the team member's exact name in the confirmation field to enable the button.

Click Confirm Offboarding to execute.

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Offboarding on mobile

Mobile uses a single-screen flow instead of a multi-step dialog.

1. Go to More → Team.
2. Tap the team member you want to remove.
3. Tap Remove Team Member.

The offboard screen shows:

1. Warning card — "Remove {name}?" with the description: "This will deactivate their account, revoke access, and remove their venue membership. This action cannot be undone."
2. Booking count badge — "{count} future booking(s) need to be handled" (shown only if there are future bookings).
3. Booking Strategy — three radio buttons (shown only if there are future bookings):

Option	Label	Description
Reassign Bookings	"Reassign Bookings"	"Move all future bookings to another team member"
Cancel All	"Cancel All"	"Cancel all future bookings and notify clients"
Move to House	"Move to House"	"Reassign bookings to the House account"

4. Reassign To picker — if you selected Reassign Bookings, a list of other active staff appears for selection.
5. Notify Clients toggle (on by default) — "Send notifications about booking changes".
6. Confirmation checkbox — "I understand this action is permanent" (must be ticked to enable the button).
7. Tap Remove Team Member to execute.

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What happens after offboarding

When you confirm the offboard, OpenChair executes the following in a single transaction:

1. Bookings are handled according to your chosen strategy:

   • Move to another Stylist / Reassign Bookings: all future pending and confirmed bookings are reassigned to the target staff member.
   • Cancel All: all future pending and confirmed bookings are set to "cancelled" with the reason "Staff Offboarding".
   • Assign to House Account / Move to House: a House staff record is created automatically if one does not exist, and all future bookings are reassigned to it.

2. Profile is archived: the staff record is set to inactive (soft delete). The record is not physically deleted — all historical bookings, revenue data, and customer notes are preserved.

3. Access is revoked immediately:

   • All active sessions for the team member are deleted.
   • The team member's venue membership is removed.
   • The team member can no longer log in to this venue.

4. Client notifications are sent (if enabled): affected clients receive an email or SMS:

   • For cancelled bookings: "Your appointment on {date} has been cancelled" with a note about the staff change.
   • For reassigned bookings: "Update to your appointment on {date}" confirming the booking time remains the same but a different team member is assigned.

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Who can offboard

Your role	Can offboard
Owner	Any team member (Owners, Managers, Stylists)
Manager	Stylists only — cannot offboard other Managers or Owners
Stylist	Cannot offboard anyone

You cannot offboard yourself. The offboard button does not appear on your own profile.

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Data retention

Offboarding is a soft delete. The following data is preserved after removal:

Data	Retained?
Historical booking records	Yes — all past bookings remain in reports and customer history
Revenue and commission data	Yes — reports stay accurate
Customer notes and records	Yes — notes created by the offboarded team member are kept
Staff profile (name, photo, bio)	Yes — marked inactive, visible in historical context
Future bookings	Handled by your chosen strategy (reassigned, cancelled, or moved to House)
Login access and sessions	No — deleted immediately
Venue membership	No — removed immediately

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Multi-venue staff

If the team member works at multiple venues, offboarding removes them from this venue only. They keep access to any other venues where they have an active membership. Only the current venue's bookings and membership are affected.

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Rehiring a team member

To bring back an offboarded team member:

1. Send a new invitation from the Team page (see Team Invitations).
2. The team member accepts the invitation as usual.
3. A new staff record is created with the role you assign — it can differ from their previous role.

Historical data from the team member's previous time at the venue is still visible in reports and customer records.

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Platform differences

Feature	Web	Mobile
Flow type	3-step dialog (Analysis → Strategy → Confirm)	Single scrollable screen
Trigger	Settings tab → Danger Zone → Deactivate / Offboard Team Member	Remove Team Member button on staff detail
Confirmation method	Type the team member's exact name	Tick "I understand this action is permanent" checkbox
Submit button	"Confirm Offboarding" (destructive red)	"Remove Team Member" (outline with red text)
Strategy labels	"Move to another Stylist" / "Assign to House Account" / "Cancel All"	"Reassign Bookings" / "Move to House" / "Cancel All"
Target staff picker	Dropdown (select menu)	Radio button list
Notify Clients control	Checkbox (checked by default)	Toggle switch (on by default)
Booking analysis	Dedicated Step 1 with bullet-point explanation	Embedded warning card with count badge
Strategy section visibility	Always shown (all 3 steps)	Hidden if no future bookings exist

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Troubleshooting

Issue	Solution
Cannot find the offboard button	On web, select the team member, go to the Settings tab, and scroll to the Danger Zone section at the bottom. The button is labelled Deactivate / Offboard Team Member. On mobile, tap the team member and look for Remove Team Member.
"Confirm Offboarding" button is greyed out	On web, you must type the team member's exact name (case-sensitive) in the confirmation field. On mobile, you must tick the "I understand this action is permanent" checkbox.
Cannot offboard a Manager or Owner	Only venue owners can offboard Managers and Owners. If you are a Manager, you can only offboard Stylists.
Cannot offboard yourself	Self-deactivation is blocked. Ask another Owner to offboard your profile, or contact support.
Clients were not notified	Check whether you unchecked the Notify Clients option during offboarding. Notifications are only sent when this option is enabled. If it was disabled, you will need to contact affected clients manually.
Team member can still log in after offboarding	All sessions are deleted immediately during offboarding. If the team member appears to still have access, ask them to close and reopen the app — cached screens may persist briefly but API calls will fail. There is no 24-hour delay.
Bookings moved to "House" — what is that?	The House account is an automatic system account for unassigned bookings. Bookings moved to House remain active but are not assigned to any team member. You can manually reassign them from the calendar.
Want to undo an offboard	Offboarding cannot be directly reversed. To bring the team member back, send a new invitation from the Team page. Their historical data is still preserved.

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Related Articles

• Managing Your Team
• Team Invitations & Permissions
• Using the Calendar

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Last updated: March 2026