---
title: "Staff Profile Statuses: Active, Inactive, and Terminated | Walla Support Center"
description: staff profile statuses
---
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October 20, 2026
# Staff Profile Statuses: Active, Inactive, and Terminated | Walla Support Center
Staff statuses help keep your schedule, payroll, and account access accurate as your team changes. Whether an instructor is taking a few weeks off, moving on to a new studio, or not returning at all, the right status keeps your schedule clean and your studio's information secure.
This article covers what each status does, how to change it, and how to handle a staff member who has left your studio.
---
💡 **Staff member leaving your studio?** Changing their status to Inactive takes them off the schedule, but it doesn't remove their access to your Walla site or stop the notifications tied to their role. To fully remove their access, also set their role to **None: No Access**. See **When a staff member leaves your studio** below.
---
### Status overview
| | Active | Inactive | Terminated |
| --- | --- | --- | --- |
| **Best for** | Current staff | Temporary breaks, or staff who have left while you decide on next steps | Staff who won't be returning |
| **Can be scheduled** | Yes | No | No |
| **Profile and history kept** | Yes | Yes | Yes |
| **Can be reversed** | Yes | Yes | **No** |
| **Removes access to your Walla site** | No | No | Pair with No Access to be sure |
**Status and access are separate settings.** A staff member's status controls whether they can be scheduled. Their **role** controls what they can see and do in Walla, and which notifications they receive. When someone leaves your studio, you'll usually want to update both.
#### Active
Active is the status for staff who currently work with your studio. Active staff can be scheduled for classes, appointments, and other services, and can be included in payroll.
#### Inactive
Inactive is a flexible, reversible status. It's commonly used for:
- A leave of absence, such as parental leave, injury recovery, or travel
- Seasonal or occasional instructors between bookings
- Staff who have left your studio while you decide whether to fully close out their profile
While Inactive, a staff member can't be scheduled. Their profile, pay rates, and history stay in place, so you can set them back to Active at any time.
☝️ **Inactive status doesn't remove a staff member's access to your Walla site.** To remove their access and stop their role-based notifications, also change their role to **None: No Access**. See **Remove a staff member's access** below.
### Set a staff profile to Inactive
1. Open the staff member's profile and select the **Sensitive Info** tab
2. Select the edit pencil on the **Status** tile
3. Choose **Inactive**
4. Set the date the profile becomes Inactive
5. Choose a reason: Leave of absence, Personal reason, Relocation, or Other
6. Choose whether to reassign their scheduled shifts (see **Scheduled shifts** below)
**Scheduling a future date:** You can choose a future date, but the profile won't show that a status change is coming. Until that date, the staff member will appear as Active. If you set the date to today, the change appears right away.
**Who's notified:** See **Who's notified of a status change** below.
#### Terminated
Terminated marks the end of a staff member's time with your studio, for staff who won't be returning.
⚠️ **Terminating a staff profile is permanent and can't be undone.** If there's any chance the staff member may return, or if you're still deciding, we recommend using Inactive with the No Access role instead. You can always change their status to Terminated later.
### Set a staff profile to Terminated
1. Open the staff member's profile and select the **Sensitive Info** tab
2. Select the edit pencil on the **Status** tile
3. Choose **Terminated**
4. Set their **last day** with your studio
5. Choose whether they left by personal choice or as a business decision
6. Choose how they'll receive their final pay:
- They need to be paid on their last day
- They've already been paid
- They'll receive their wages on the normal payroll cycle
7. Choose whether to reassign their scheduled shifts (see **Scheduled shifts** below)
****
**About final pay:** This selection is for your records only. It doesn't run payroll or create a paystub.
**Scheduling a future date:** As with Inactive, you can choose a future last day, but the profile won't show that a change is coming until that date.
**Who's notified:** See **Who's notified of a status change** below.
#### Remove a staff member's access
A staff member's **role** controls their access to your Walla site and the notifications sent by role. Setting their role to **None: No Access** removes their access to the dashboard and stops all role-based notifications, including:
- Client Membership Cancellation Request emails
- Lead form alerts
- Sub approval alerts for managers
- Client account deletion requests
- Failed plan change alerts
1. Open the staff member's profile and select the **Sensitive Info** tab
2. Under **Permission**, select **None: No Access**
3. Save your changes
This is especially important for staff who have access to client contact details, payment information, or business reports.
### What No Access does not stop
Some emails and texts are tied to a staff member's own schedule or to a list they're on, rather than their role. If the staff member is still **Active**, they'll continue to receive:
- Sub request offers and sub confirmations for classes they're eligible to teach
- Booking, reminder, and cancellation emails for appointments assigned to them
- Livestream reminders for sessions assigned to them
- Challenge reviewer reminders, if they're a reviewer
- Client texts, if they're on a phone number's staff list
- Account emails, such as password resets
To stop these, reassign their upcoming classes and appointments, remove them from any reviewer or texting lists, and set their status to Inactive.
> **Note:** No Access doesn’t apply to the account owner. Ownership is separate from staff roles, so the owner keeps full access and continues receiving owner notifications regardless of their role. If the account owner is leaving your studio, please reach out to our support team to transfer account ownership.
#### When a staff member leaves your studio
Staff transitions are a normal part of running a studio. If a staff member no longer works with you but you're not ready to terminate their profile, use these two settings together:
1. **Set their role to None: No Access.** This removes their access to your Walla site and stops their role-based notifications.
2. **Reassign their upcoming schedule.** Move their classes and appointments to other staff, and remove them from any challenge reviewer or texting lists.
3. **Set their status to Inactive.** This removes them from scheduling while keeping their profile and history in place.
**Why all three?** Inactive status on its own doesn't remove access, and No Access on its own doesn't stop emails tied to their schedule, like sub requests and appointment reminders. Together, they fully close out a staff member's involvement while keeping your options open. Since terminating can't be undone, this gives you time to settle final pay and records before making it permanent.
If you're unsure which option is right for your situation, please feel welcome to reach out to our support team for a hand.
### Scheduled shifts
When you change a staff member's status to Inactive or Terminated and they have upcoming shifts, the Status Change pop-up shows a **Scheduled Shifts** notice listing each location where they're scheduled.
Under **Shift Reassignment**, choose one of the following:
- **Immediately reassign their schedule to Staff:** Their name is removed from each upcoming class or service and replaced with "Staff." You'll need to assign a new staff member to each one individually.
- **Leave them on the schedule:** Their shifts stay on the schedule under their name until you update them.
**
Tip:** Before changing a staff member's status, review their upcoming schedule and line up coverage. That way, clients see the right instructor when they book, and nothing is left unassigned.
#### Who's notified of a status change
When a staff profile is set to Inactive or Terminated, an email is sent to:
- Active Location Managers at the staff member's home location, and at any location where they've been the main instructor for a class, enrollment, or appointment, past or future
- The business owner
- All active Business Managers
The email states the staff member's new status and whether their future classes were moved to "Staff," with a link to update the schedule if they weren't.
**Good to know:**
- **The staff member isn't emailed.** If you'd like them to know about the change, reach out to them directly.
- **Future-dated changes:** The email is sent within an hour after the change takes effect, not when you schedule it.
- **Franchises:** The business owner isn't emailed. Business Managers receive it only if no matching locations are found.
- This email can't be turned off in notification settings.
### Frequently asked questions
**A former staff member is still getting notifications from our studio. How do we prevent that from continuing?** Most staff notifications are sent based on role. Change their role to **None: No Access** on the **Sensitive Info** tab of their profile to stop those. If they're still receiving sub requests or appointment emails, reassign their upcoming schedule and set their status to Inactive.
**We set a former staff member to Inactive. Can they still log in?** Yes. Inactive status only affects scheduling. To remove their access, also set their role to **None: No Access**.
**Can we reactivate a staff member who returns?** Yes - but only if their profile is Inactive. Set their status back to Active and assign the role they need. **Terminated profiles cannot be reactivated.**
**Will changing a staff member's status affect their past classes, pay history, or reports?** No. Their profile and history stay in place for Active, Inactive, and Terminated profiles.
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