When a practitioner leaves your practice, it's important to make them inactive so that they no longer have access to your account. While the process is straightforward, there are a few things you’ll need to consider to ensure everything runs smoothly.

Once a practitioner is inactive, they won’t be able to log in, and their calendar column will be hidden—locking their existing bookings in place. Not to worry though, all historical data will remain available in reports and data exports.

To avoid calendar interruptions and workflow issues, it’s important to manage future appointments before deactivating the practitioner.

This guide covers:

As previously mentioned, when a practitioner is made inactive, they will no longer be able to log into the account using their previous credentials. Their profile is, in essence, disabled.

Their historical data will still remain on the account. This includes their appointments, treatment notes, invoices, and payments they may have raised. However, their practitioner column will no longer appear on the calendar meaning their appointments are hidden and can't be edited. You can still view these appointments in the reports or within the patient's profile directly.

While this may not be a problem for their past appointments, you’ll want to address their future bookings so that reports remain accurate. Prior to making them inactive, you can:

🚨 Remember to do this before you make a practitioner inactive. If you've already made them inactive before making changes to their appointments, you'll need to reactivate their user profile so that they reappear on the calendar and then make the changes before making them inactive once more

Head to Settings, and then Users & practitioners:

Select the practitioner you wish to make inactive. Select No under the active user field:

Click Update user, and you will be prompted to verify your password:

Once saved, the practitioner will no longer have access to the account, and their calendar column will be hidden from other users.

If the practitioner had future appointments, and you missed updating them before deactivation, follow these steps:

Head to the Users & practitioners settings page once again and tick the Show inactive users box, where you'll see their name as faded, with a big red "inactive" sign next to it.

Click into their profile and select Yes under the active user field:

Click the Update user button, and verify your password. After that, click back into their profile and select Edit their practitioner settings:

Select Yes for the practitioner question, then click Update practitioner:

This practitioner will be active once more and reappear on the calendar. After you’ve made the necessary changes to their appointments, remember to deactivate them again.

Once the practitioner is inactive, you might fall under a lower subscription tier based on your active practitioner count.

Head to Settings → Our clinic → Cliniko subscription and review your plan to ensure you’re not paying for more practitioners than needed:

This can help you optimise costs and keep your subscription aligned with your practice’s needs.

By following these steps, you’ll ensure a smooth transition when a practitioner leaves, with minimal disruption to your practice. If it helps, you can check our guide on how to add a new practitioner to your account.