Inactive Staff

IN THIS ARTICLE

1. Automatically Deactivate Staff

2. Manually Deactivate Staff

3. View All Inactive Staff

4. Activate Staff

5. FAQ

 

Staff may be set to inactive in order to prevent them from logging in with the email address associated to their Gradient for Schools subscription. The data connected to classes, students, and assignments will remain intact.

Automatically Deactivate Staff

If your organization is using a synced rostering method like Clever or ClassLink for managing rosters within Gradient, staff activation and deactivation are automatically managed. If a user is no longer assigned classes or associated to schools within Clever / ClassLink, they will be automatically deactivated within Gradient.

• The option to Deactivate staff will only be shown for manually created or file-imported staff.
• Sometimes teachers that move into leadership roles within an active term (and therefore no longer have assigned classes) can be deactivated in Gradient. A Gradient Leader can Activate Staff by disconnecting them from the synced roster source.

Manually Deactivate Staff

If your organization is using a file import or an SFTP sync to manage rosters within Gradient, staff will need to be manually deactivated.

1. From Admin Mode, navigate to the Staff tab.
2. Select the checkbox before the staff member's name.
3. Select the Deactivate icon from the toolbar. Click DEACTIVATE to confirm.

View All Inactive Staff

From Admin Mode, navigate to the Staff tab, select the Role filter and choose Inactive.

Activate Staff

In order to activate staff that were previously deactivated from a Clever/ClassLink sync, follow the steps below to manually activate them.  

1. From Admin Mode, navigate to the Staff tab.
2. Use the Role filter to view Inactive staff.
3. Select the checkbox before the staff member's name to be reactivated.
4. Select the Activate icon from the toolbar.

Once the staff member(s) is active again, the following will occur:

1. The staff member will automatically resume in the nightly Clever/ClassLink roster sync into Gradient for the current term and academic year. 
2. The staff member will no longer automatically be removed from Gradient via the Clever/ClassLink roster sync - even when no classes are assigned to the staff member. If needed, you may manually deactivate the staff member again.

FAQ

Q: How can I remove a teacher’s ability to log in to the Gradient for Schools subscription? 

A: Staff can be deactivated within a school/district to be flagged as inactive. Data associated with the inactive staff member remains connected to the district Gradient subscription.

Q: How can a leader view the data from a deactivated user? 

A: All data connected to an inactive staff member is preserved. A school leader will still see inactive staff data via School Reporting Mode, a Helpdesk Session, and within shared assignments.

NOTE: To use a Helpdesk session, the inactive staff user must have accepted the invitation to join the Gradient for Schools subscription before being deactivated.

Q: Can I re-activate a teacher that has returned to the school/district? 

A: If a staff member has the status of inactive, the staff member can be reactivated by a Gradient System Admin manually or automatically via the roster sync (Clever/ClassLink).

Q: Last year I was a teacher and this year I am an administrator without classes, we have a Clever/ClassLink sync that deactivated me this year? 

A: Staff members that were deactivated from a Clever/ClassLink sync can be reactivated. If the staff member is a teacher who is expected to have updated class rosters daily, re-add the staff member from within Clever/ClassLink, and they will be automatically re-activated.

Q: Who can set staff status to inactive? 

A: The feature is available to a Gradient Leader with the permission to edit staff rosters (see Access Groups).

Q: What if a staff member was previously deleted? 

A: Deleted staff prior to 2022, can be undeleted using Undelete Staff in the Audit Log.

Q: Does an invite need to be resent when staff are reactivated? 

A: An invite can be sent to re-activated staff to allow a password reset but an invite is not required. Previous login credentials will work.

FEATURE NOTE: The feature(s) mentioned in this article are only available to Gradient for Schools subscribers. Please contact [e-mail] to upgrade your subscription for this feature.