Sooner or later every practice has a staff member who leaves or is away for a while. Fuga has a step-by-step plan for this. Some of the steps can only be done by an administrator.
Step 1: Check for upcoming appointments
Go to Agenda => Reports => Appointments.
Enter a wide period, select the staff member and the type Consultation/sale.
Step 2: Assign the appointments to active staff members
In the report, edit the appointments one by one and assign each of them to an active staff member.
Step 3: If you use myPets, delete the appointment blocks
Go to Agenda => Reports => Appointments blocks.
Again select a wide period and the staff member, and delete the appointment blocks. Clients can then no longer book new online appointments with this (former) staff member.
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Step 4: If the staff member has their own depot, empty it and deactivate it
This applies to physical and virtual depots alike. First move all lots to another depot via Stock => Actions => Show all actions => Move all lots to other depot.
Choose the depot you want to empty and the depot the stock should move to, then click Move.
Then deactivate the (virtual) depot. Go to Configuration => Practice data, tab Locations, and click the X in front of the depot. If you only see three dots, hover over them with the mouse and click the X.
Step 5a: If the staff member is not being replaced, unlink the account (and cancel it with Sonetas)
Go to Configuration => Practice data, tab Co-workers and accounts. The Fuga logins are listed in the Accounts section at the bottom. Click the pencil next to the account to unlink it from the staff member.
If you no longer need the account, you can cancel it in writing by e-mail to fuga@sonetas.eu. The cancellation takes effect from the following month.
Step 5b: If the staff member is being replaced
Do you have a replacement straight away? Then you can keep the account without cancelling it. After unlinking the account, reset its password with the circular arrow next to the account, and follow the steps in How to add a new staff member?
Step 6: Deactivate the staff member
On the same tab (Co-workers and accounts), click the X in front of the staff member to deactivate them. If you only see three dots, hover over them with the mouse and click the X.
Step 7: Hide the staff member in Fuga
On the same tab, click the pencil in front of the staff member and tick Not visible in agenda, consultation, etc.
Note: once this box is ticked, you can no longer select this (former) staff member in reports and other lists. If you need them in a report later, untick the box again first.
Important: never rename an existing staff member
Never change the name of an existing staff member to that of a new one. Always create a new staff member and only deactivate the old one. That way the full history stays correctly stored in Fuga: consultations, stock movements such as product use (outgoing register), financial transactions, and so on.
To create a new staff member, follow the article How to add a new staff member?