Deleting Users from Link Capacity

Deleting Users

There are three levels to deleting a user, all which have different implications.

• Delete Team Member and User
• Delete User only
• Make User Unassignable

Deleting a Team Member and User

To delete a team member and user, delete them from Xero Practice Manager. This will remove them from Link upon the 10 minute sync. All tasks the deleted team member is assigned to will be affected by one of the following 4 scenarios:

• The deleted team member is the only person assigned to a task. In this situation, the deleted team member will be removed from the task, putting it back into ‘Unscheduled Tasks’ in the Schedule Tasks module.
• The deleted team member is the only person assigned to a task, but has added time to the task. In this situation, the deleted team member will remain assigned to the task to represent the actual hours, and another unassigned row will be created, putting the task back into ‘Unscheduled Tasks’ in the Schedule Tasks module.
• There is at least one other person assigned to the task the deleted staff member is assigned to, and the deleted team member has not added time to the task. In this situation, the deleted staff member will be removed from the task. The task will remain on the workflow list of the other team members that are assigned to the task.
• There is at least one other person assigned to the task the deleted staff member is assigned to, and the deleted team member has added time to the task. In this situation, the deleted staff member will remain assigned to the task to represent the actual hours. The task will remain on the workflow list of the other team members that are assigned to the task.

Deleting a team member cannot be reversed so care should be taken when doing this.

Deleting a User only

Deleting a user will mean they will no longer have access to Link, but will still show in your team list. This may be useful if you accidentally invite the wrong team member. To do this, find the user in the user page and select ‘Delete User’.

Once the user is deleted, they will be reset back to inactive in the Team Module.

Make User Unassignable

Making a user unassignable will mean they are no longer able to be assigned new tasks in the task module. It also means their target capacity will be set to 0% going forward. This is a great option if you want to remove a team member, but not permanently delete them.

If the team member has tasks assigned to them when they are flagged as unassignable, they will remain on the team members workflow list, but the team member will appear as over allocated by the value of remaining time on their tasks as their new billable target will be set to 0.00. This should prompt the practice manager to reassign all their work.