When a staff member leaves the organization, you must remove their access completely to prevent unauthorized changes to your account. The Portal Administrator can disable user access as needed.
If you have a test environment, you MUST disable access for all staff who have left.
If departing staff member is a Wisenet Portal Administrator:
BEFORE they leave, arrange a new Portal Administrator.
- If they are an existing Staff member, Modify User Access
- If they are a new Staff member, Invite a New User
If the Portal Administrator leaves before a second administrator is arranged, your Managing Director or CEO must provide a formal letter to Wisenet. This letter must be on your organization’s letterhead and authorize the nomination and setup of a new Portal Administrator.
After staff member leaves:
- Log in to Wisenet > Users
- The Manage Users Summary page will open – for each profile, this will list the number of:
- Current Users
- By clicking on the number of Current Users, you should be able to see who is currently logged in under the Logged into Wisenet column
- Invitations that have been sent, accepted, expired, declined and cancelled
- Click on the number under each status to view more details if needed
- Current Users
- Identify the User. There are two ways to search to view current users:
- Click on the current user number for the relevant profile, or
- In the Profile drop down, select the relevant profile
- A list of users matching your search will be returned. Click Modify under the Action column
- The User’s current access will appear
- To disable a User’s access, Toggle to No Access for each product
- Click Save
- This will permanently delete the user account from the Wisenet Portal. You will be presented with a warning message, click OK
IMPORTANT:
You can delete staff members from the Wisenet Portal, and their Staff information will still be in LRM. We recommend that you keep the staff information in LRM. They can contain important information linked to a Course Enrolment or another area within Wisenet.
Checklist
If Staff member was a Trainer, Update all Trainer Timetables linked to the Staff member
Make Notes on Staff files