Use scheduled departures when a member is leaving and you want SCM to make them inactive and carry out selected membership changes from their leaving date.
Schedule a Departure
- Open the member's details and select Membership & Consents.
- Find Leaving the club and enter Date leaving/left the club. This is the first day the member should be inactive.
- Under Actions when leaving, choose any additional actions you need.
- Save the changes on the member's form, then reopen the tab to check the date, actions and plan status.
A leaving date on its own still makes the member inactive. Additional actions are optional; existing leaving dates do not automatically opt members into cleanup.
Departures are processed automatically by a scheduled job. If you enter today or an earlier date, the selected actions run the next time departures are processed, rather than immediately when you save.
Choose Additional Actions
| Action | What happens when the departure is processed |
|---|---|
| Remove from all groups | Removes group memberships and coach group access. |
| Remove from all sessions | Removes session memberships, coach session access and rota/supervision assignments from the leaving date onwards. Past attendance and earlier rota records remain. |
| Remove all roles | Removes the member's club roles. Requires Manage User Roles permission. |
| Clear these member types | Clears the selected types, such as Swimmer, Coach, Parent or Volunteer. Clearing Parent also removes this person's links to assigned swimmers; it does not change other family members. |
| Archive member after departure cleanup | Archives the member once cleanup is complete and all booked-out club assets have been returned. Requires permission to archive members. |
You need Edit Member Membership and Consents permission to schedule or change departure actions. If an existing plan includes role removal or archiving, the corresponding permission is also needed to change its date or cancel those actions.
Archiving clears contact and login details, fees, custom fields, progress reports and other personal details, and removes all groups, sessions and roles. Cancelling the plan cannot restore details already cleared by archiving. Check the selected actions before saving.
Outstanding Club Assets
The form shows whether the member currently has any club assets booked out. These do not prevent the member becoming inactive or the other selected actions from running.
If archiving is selected, it waits until every outstanding asset is returned. Book the assets back in through your club's asset records. Archiving then completes automatically on a later departure-processing run. Assets are checked again when archiving runs.
Review Progress
Return to Leaving the club to see Last departure plan, its leaving date and any explanatory message.
- Pending: the plan is waiting to be processed.
- Completed: the selected work has finished.
- Blocked: cleanup has completed, but archiving is waiting for outstanding assets.
- Failed: processing could not finish; SCM retries on a later scheduled run. Contact support if this persists.
- Cancelled: the remaining actions were cancelled.
Membership changes are recorded in the member's audit history, which requires View Audit Trail permission to view.
Change or Cancel a Departure
Before processing, you can change the date or selected actions and save again. Clearing the leaving date cancels the outstanding plan. To stop the additional actions while retaining the leaving date, select Cancel remaining additional actions and save; automatic deactivation still applies.
After cleanup has run, changing or cancelling the plan affects only the remaining work. It does not restore removed memberships, roles, member types or personal details. For example, cancelling an asset-blocked archive leaves the completed cleanup in place.