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90. What should I do if a teacher leaves the school?

When a teacher or staff member leaves your school, it’s important to remove their access to TrackAble to maintain data security and ensure compliance with GDPR. TrackAble allows administrators to either: Archive a user (recommended in most cases), or Permanently delete a user (GDPR-compliant removal)

Archiving a Teacher or Staff Member

Archiving removes the user’s access to TrackAble while keeping their historical activity available for audit and reporting purposes.

How to Archive a User

  1. Go to Admin > Users

  2. Locate the user you want to archive

  3. Select the downward arrow to the right of Edit next to the user’s name

  4. A confirmation message will appear

  5. Click OK to archive the user, or Cancel to return without making changes

Once archived, the user will no longer be able to log in to TrackAble.

Deleting a User (GDPR)

In line with GDPR, TrackAble also gives you the option to permanently delete a user from your system. This should only be done when you are certain the user’s data is no longer required.

How to Permanently Delete a User

  1. Go to Admin > Users

  2. Select List Archived Users

  3. Find the user you wish to delete

  4. Click Delete on the right-hand side of the screen

  5. A confirmation pop-up will appear

  6. Click OK to permanently delete the user

What Happens After Deletion?

  • The user is permanently removed from TrackAble

  • Their name will appear as User: Deleted within the Audit Trail

  • This ensures system records remain intact while complying with data protection requirements

Need Help?

If you need assistance managing users or have questions about GDPR compliance in TrackAble, please contact the support team at:
support@trackable.org.uk