When a staff member leaves your organization, you have two options for managing their Sumac user profile: lock the user profile or delete it. The best option depends on whether you expect the person to need access again in the future.

Option 1: Lock the User Profile

If the staff member may return or require access again at a later date, lock the user profile rather than delete it.

Locking a user profile:

• Prevents the user from signing in.
• Preserves the account so it can be reactivated later if needed.
• Maintains all historical information associated with the user's activity.

Option 2: Delete the User Profile

If the user no longer requires access to Sumac, you can delete their user profile.

Deleting a user profile does not remove the history of changes or edits they made in Sumac. User activity is retained, and you can continue to view previous interactions and modifications in:

• Contact record history
• Other relevant record history throughout Sumac
  

Additional Recommendation for Case Management

If your organization uses Case Management or Custom Records, we do not recommend deleting the contact record linked to the user profile.

Instead, we recommend:

1. Open the contact record linked to the user profile.
2. Mark the contact record as Inactive.
3. Change the contact type to Former Staff.
4. Remove any other staff-related contact types, such as Case Manager.

Following these steps allows your Case Management or Custom Records to retain the necessary staff information while indicating that the individual is no longer an active staff member.

Important: If you delete the linked contact record, any fields that reference that contact, such as the Case Manager field, will be blank.

Summary

• Lock a user profile if the staff member may need access again in the future.
• Delete a user profile if the individual no longer requires access.
• Deleting a user profile does not remove the user's historical activity from Sumac.
• If you use Case Management or Custom Records, do not delete the linked contact record. Instead, mark it as Inactive, change the contact type to Former Staff, and remove any other staff-related contact types to preserve existing record references.