Deleting or removing a user or member from an officiating organization is a process reserved for administrators with the necessary permissions. Please note that this article specifically addresses the deletion of other users within the organization and is not intended for users seeking information on deleting their own accounts or leaving an organization.
Accessing the Delete Users Feature
To delete users or members within your officiating organization, officiating organization administrators can follow these steps:
Open the laptop/desktop version of the software. Please note that this feature is not available on mobile interfaces.
Navigate to the Members Directory page.
Look for the "Delete Users" option in the top toolbar and click on it.
Performing User Deletion
Once you've located the Delete Users feature, officiating organization administrators can follow these steps to remove specific users:
Select the checkbox next to each user you wish to delete.
Click the "Delete Users" button in the top toolbar.
To confirm the deletion, enter the provided confirmation text. For instance, if you are deleting two users, type "DELETE 2 USERS" as the confirmation text.
Submit the confirmation.
Upon successful submission, the selected users will be removed from your officiating organization, and they will receive an email notification informing them of the deletion.
Effects of User Deletion
When a user is deleted from the officiating organization, the following effects occur:
Reports and Searches: The organization will no longer be able to generate reports or perform searches specifically for or involving the deleted user.
Game Assignments: While the user's history of games and game assignments will still exist within the organization, you cannot filter the game schedule or search for the games by the user. To locate the games, you must search using other parameters like the game date. Additionally, certain functions related to the user, such as payroll reports, will no longer include the deleted user's information.
Licenses: If you delete a licensed user account for a referee or umpire, the license will remain part of your subscription, but it will become unoccupied and open. This unoccupied license will now be available for a different or new user to occupy if you want to add a new user to your organization.
Operational Needs: Deletion should be performed when there are no further business or operational requirements for the user account. If you still need to run financial reports, communicate with the user, or interact with them, they should remain a member of your subscription.
Email & Phone Number Affiliations: It is important to note that email addresses and phone numbers will remain affiliated with a user account even after it has been removed from an organization. Attempting to remove a user as a means to "release" an email address or phone number will not work. We retain these affiliations in compliance with our terms of use and privacy policy to maintain our legal and security compliance obligations. New or other user accounts must have their own unique email address and mobile phone numbers. This information cannot be shared by multiple users, including users that were previously deactivated. Home and Work landline phone numbers may be shared.
Deletion vs. Deactivation
It is important to understand that the term "delete" is used interchangeably with "deactivate" in this context. When deleting a user, the user account is deactivated and removed from the organization. However, the user account itself will remain within our systems in compliance with our terms of use and privacy policy. Deleting a user should not be considered a method to "start over" or "reset" an account, as this functionality is not supported. You should not attempt to delete and re-add users to solve technical issues. Users requiring account resets or starting over should utilize the "forgotten username/password" options on the login page to recover their accounts.
Re-adding a Previously Deleted User
If an officiating organization wishes to re-add a user who was previously deleted, they can easily do so by following these steps:
Navigate to the Members Directory page and choose the Add Users option in the top toolbar.
Add the user again using the exact same email address that was originally associated with their account. If you need to look up the email address that was previously associated with them, you may be able to obtain it using the Recent History of User Deletions list, which shows recently deleted users and their email addresses.
The system will recognize the email address and reattach the existing user account to your organization. Depending on how long ago the user was removed, some or all of their information may be restored once added back to your organization. Users removed many years ago, will likely need to repopulate their information, as it will not be restored.
By adhering to these guidelines, officiating organization administrators can effectively manage user accounts within the software, ensuring accurate and up-to-date user information.