What happens if a user is deleted?

Modified on Mon, 18 May at 10:46 AM

When a user is deleted from HearLink, their account is permanently removed but their historical data and activity remain in the system fro record keeping and audit purposes.

Warning: If a user is deleted any future appointments they are assigned to will be removed from the calendar, they will stay on the patient profile. A recommendation would be to re-assign all future appointments to another user before deleting.

What happens to their data:

Appointments they created or were assigned to: Remain in the system with their name still attached. Past appointments show the deleted user as the assignee/creator for historical accuracy.

Patient notes, orders and records they created: All remain intact and attributed to the deleted user. This ensures complete patient history is preserved.

Scheduled future appointments: Remain on the calendar but need to be reassigned to another team member if the deleted user was the assignee.

Their schedule and availability: Removed from the calendar going forward. Any recurring blocks or unavailability entries are deleted.

Group membership: Removed from all Groups immediately.

Why this matters

Retaining historical activity is important for:

Audit and compliance - actions remain traceable even after staff leave.
Clinical and operational continuity - patient records stay complete.
Reporting accuracy - historical data remains intact.
Accountability - you can still see who performed an action at the time.

Removing this data could create gaps in patient histories, reports or audit trails, which is why HearLink preserves it.

Can a deleted user be restored?

Once deleted, user accounts cannot be restored. If someone leaves temporarily or you're unsure, consider:

Removing them from Groups to restrict access
Contacting support for advice on your specific situation

If you accidentally delete a user, contact HearLink support immediately, in some early cases intervention may help, but it is not guaranteed.