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What to Do When an Admin Leaves Your Institution

Table of Contents

Overview
What the Customer Needs to Do
Related Articles

Overview

Whenever someone with the Admin role permission leaves your institution, there are a few steps both you and Coursedog will need to take. 

 

What the Customer Needs to Do

Step 1: Mark the user account as “inactive” and remove all products from their user profile. 

  • PATH: Scheduling/Events/Curriculum/Catalog > Settings > Users > (Click User Name)

  • Do not delete the user – Keeping the user in the system will allow Coursedog to save their history.

  • If this person was listed as an admin for multiple products, you will only need to complete this step one time (i.e. If you have both Academic and Event Scheduling, you will only need to complete this step in one or the other but not both).

 

Step 2: Check/update outstanding requests pending approval.

  • PATH varies by product:

    • For Academic Scheduling, Event Scheduling & Catalogs, go to Requests > All Requests.

    • For Curriculum Management, go to Proposals > All Requests.

  • Select “Pending” from the “Status” dropdown (under the “filter” menu).

  • If there are any requests that are waiting for the terminated employee’s approval, you can either: 

    • Update the workflow step and restart the workflow OR

    • Force-approve where appropriate

  • You will need to repeat this step for any additional products this admin was previously assigned to.

  • Learn more about editing requests here.

Step 3: Replace the user in all workflows.

  • PATH varies by product: 

    • For Academic Scheduling and Event Scheduling, go to Settings > Workflows.

    • For Curriculum Management and Online Catalogs, select "Workflows" from the homepage.

  • If dynamic steps are included, reach out to your Coursedog Customer Success contact; they will request updates to be done in bulk.

    • Academic SchedulingDepartment workflows

    • Event SchedulingRoom & Resource workflows

    • Curriculum ManagementDepartment workflows

  • You will need to repeat this step for any additional products this admin was previously assigned to.


Step 4: Reach out to your Customer Success Manager (CSM) to update them on the staffing change so they can meet with the new contact and ensure training/internal knowledge transfer has taken place.

 

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