Removing users from your health board

Removing users from your health board

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When a doctor is no longer working in Scotland their SOAR user account needs to be archived.  But before you can archive the account, all user roles must be removed first.

To do this:

1. Locate the user via User Search or Appraisees from the menu
2. When in the user's profile page, click on the Roles tab along the top
3. Click on the Remove button for all roles that have been assigned to the user
   • If there are any roles you are not sure about, e.g. Ed Sup, TPM etc, contact the helpdesk**
4. When removing a user's appraisee role, you will be prompted for a reason why the user role is being removed - the response will be added as an "Admin Note" for auditing purposes

5. If the appraisee has any incomplete opened appraisals still awaiting completion you will see a message saying so in the popup.  Do not ignore this message.  Click on the hyperlink in the popup box which will take you to a page showing details of the outstanding appraisal(s) for this user.
   • If you removed the appraisee role without finalising the incomplete appraisals, it will have two significant knock-on effect:
     • the incomplete appraisal(s) will remain on the system and on the appraiser's list
     • if the appraisee were to return to work in Scotland in the future, they will not be able to proceed with a new appraisal if there are any incomplete ones on the system.
   • Best to look into these to see if the appraisals need deleted (if meeting never took place) or signed off
     • if they need signing off via Form 4, do NOT remove the appraisee role - leave this until after appraisal is completed

6. Once all roles have been removed, the option to archive the account will be enabled near top of the page
7. Click the button to change account from 'Live' to 'Archived'

If a doctor is simply moving to a different Health Board in Scotland, their user account does NOT need to be archived. In this case the doctor's appraisee role needs to be updated.  Liaise with your counterpart in the appraisee's old health board to release and add.

**Former appraisees can login to SOAR to access their appraisal history to download their past Form 4s.  However this is only possible if the appraisee has NO user roles on SOAR, so if when you are removing a user from the health board and you are unsure about the Ed Sup or other trainer or non appraisal roles, please contact the helpdesk for assistance.

This page was last updated on: 08/08/2025