If a provider will be leaving the business, you can follow the steps in this article to ensure a smooth transition.
Check if the provider has remaining bookings
The provider leaving the shop may have some existing bookings scheduled for after their last day that need to be moved or cancelled - these bookings won't be cancelled automatically, so it's a good practice to check for any remaining bookings before removing the provider from the schedule.
You can run a booking search to find any upcoming bookings with the provider by navigating to Analytics > Booking Search. Click Advanced to open the search tools, set a date range for your search, and select the provider's name using the Provider dropdown to see all of their bookings within the date range.
If you find any bookings that need to be cancelled or moved, you can navigate to that day in the schedule to make those changes. You can also download the search results as a CSV file by clicking Export Results at the bottom of the page.
Cancel or move any upcoming bookings
If you'll be cancelling or moving any bookings, something that can help is to temporarily change your booking notifications to include a message about the upcoming changes, so clients know why their booking was cancelled or moved. You can update your booking notifications by following the steps in this support article: Manage booking notifications sent to clients.
To cancel a single booking, click the booking in the schedule and click Cancel in the booking details popup. To move a booking to another provider's time slot, click Move at the top of the schedule, select the booking you'd like to move, and click on the new time slot for the booking. You can move multiple bookings at once by selecting the first booking you'd like to move, then selecting the second booking, and so on - each booking you've selected to move will turn grey on the schedule, and you'll see the selected bookings in a row above the schedule. When you're ready to move the bookings, you can click on any open time slot to move the highlighted booking (shown with a red border) into that spot.
You can cancel all of the bookings in a specific day by clicking Edit Day, then selecting the provider's name. In the popup that appears, select Turn Off, turn on the checkmark for Cancel all bookings, and click Save.
Set the provider's last active day
If the provider leaving the shop is still taking bookings, you can set a last active day in their provider settings, to prevent clients from making bookings after their last day. You can set a provider's last day by navigating to Manage > Providers, clicking the three dots beside the provider's name, and clicking Status, then clicking the field under Active To to open the date picker.
The Active To date should be set to the first day that the provider is not working - in other words, if March 31st is the last day that the provider will be working at your shop, the Active To date should be set to April 1st, so that the provider can't be booked on or after that date.
After the provider's last active day, they'll be automatically removed from your provider list and from the schedule. You can also manually remove the provider by following the steps in the next section.
Remove the provider from the schedule manually
If you don't set a last active day for the provider, they'll need to be removed from the provider list manually; you can do this by navigating to Manage > Providers. It can help to set the provider to Inactive instead of fully deleting them, so that you can set them back to Active status if they return. To set a provider to inactive, click the three dots beside their name and click Status. On the provider settings page, set the Status dropdown to Inactive, then click Save. To fully remove a provider, click the three dots beside their name in the provider list and click Remove.
Remove the provider's admin account
Once the provider has left the business, and they don't need to access the schedule any longer, you can delete their admin account by navigating to Settings > Admin Accounts and clicking Delete under their name. After the account is deleted, the provider won't be able to sign into the dashboard, so it's a good idea to wait until after their last day has finished to remove the account.