What happens when someone leaves

How to end someone's access, what it deliberately keeps, and the order to do things in.

For directors and administrators

On the last day

End their access the same day. Not the following week, not at the end of the month — the gap between a last shift and ended access is the one an auditor asks about, and it's the one that's hard to explain.

Ending their access

Open More → Settings → User Management, tap the person and choose Remove from this center. Directors, assistant directors and admins can do this. A center's owner can't be removed this way — email support@roundupece.com for that.

Every session they have open — including on a classroom tablet or a shared phone — is signed out within about a minute. If they were invited but never set a password, removing them withdraws the invitation, and the link they were sent stops working.

If they're also a parent here

Ending someone's employment leaves their parent access alone. If their own child attends your center, they keep exactly what any parent has — they'll just need to sign in again.

What is kept

Their history stays: incident reports they filed, check-ins and check-outs they recorded, doses they logged, notes they wrote.

This is deliberate. Those are licensing records about children, not personal records about the employee, and a record that disappears when its author leaves is not a record.

If you use an identity provider

If your center signs staff in through Okta, Auth0, JumpCloud or another provider, disabling the person there stops them signing in to RoundUp through it. They can't fall back to a password either: once a provider is connected, staff sign in only through it.

Whether that's the whole job depends on what you connected:

Okta or JumpCloud with provisioning turned on — deactivating or unassigning them there removes them from your center's staff and signs out their open sessions within about a minute. That is the whole job. See the SCIM provisioning reference.
Sign-in only — Auth0, Microsoft Entra, Google Workspace, Duo, or Okta or JumpCloud without provisioning. Disabling them there stops new sign-ins, but they stay on your staff and a session they already have open keeps working. Remove them in RoundUp as well.

See Connect JumpCloud, Connect Okta and Connect Auth0.

A short checklist

Remove them in RoundUp Settings → User Management → tap them → Remove from this center.
Disable them in your identity provider If your center uses one. With Okta or JumpCloud provisioning turned on, this step ends their access by itself.
Sign out of shared devices Classroom tablets and any shared phone they used. The kiosk runs under whoever started it — if that was them, exit kiosk mode and start it again from your own account.
Update their shifts Edit their upcoming shifts under Staff → Shifts, or delete them on Scheduling, so your planned coverage doesn't count on someone who has gone.
Change the kiosk PIN If they knew it. A PIN is shared knowledge, not an account, so ending a person's access doesn't change what they remember.

The one people forget

The kiosk PIN. Access can be ended; a number someone memorised can't. If a departing staff member knew it, exit kiosk mode and start it again with a new PIN the same day. See Kiosk mode.