How to Retire and/or Unretire Occupants?

If an occupant has left and has been replaced by another occupant, or the space is now vacant, follow these steps to retire and replace the occupant: 

1. From the Main Menu, click Manage Occupants or using the Hamburger Menu in the upper left, select Occupancy Data then Occupant Data from the list.
2. Edit the occupant (pencil icon).  The Occupant Details window will open.
3. Use the slide-out filters (funnel icon) to find the occupant you want to retire and replace.

* There are 3 options when retiring an occupant: 

•  A. If the space is now vacant...select Space is now vacant - Retire old business and replace with new “vacant” occupant – (ex. occupant with the name “vacant” automatically created in in that location.)
• B. If there is a new occupant in this space...select option Space has new occupant - Retire old and replace with a new occupant – (ex: Donuts Galore moved out & Dolly’s Donut’s moved into that location)
• Retire Only - No replacement occupant *use of this tool is very uncommon* - ( Location has suite a & suite b; occupant from suite b moves & occupant from suite a will now occupy both suites. Or if a location has been demolished, an occupant with any historical data can't be deleted, instead it would be best to use this tool then notate on the structure level that the building has been demolished. (For more information regarding demolished structures, see How to Show a Building has been Demolished?)

4. At the bottom of the window click Save Occupant.

The following fields will carry over from the old occupant to the new occupant:

• Suite
• Lockbox Y/N
• Lockbox location
• FACP location
• Occupant sq. ft.
• Commercial/Residential designation

When you retire an occupant, the following occurs:

• Any scheduled inspections or reinspections for this occupant will be canceled.
• Any open violations against this occupant will stay open.  (Inspectors can always do a reinspection and clear the violations by going to Search Past Inspections on the tablet application, finding any red inspections for this occupant, and clicking Start Reinspection.)
• This occupant will no longer be forecast for any inspections.
• All information about this occupant - contacts, documents, hazmat, etc. - will stay intact with this occupant.
• All history will stay intact.

Unretire an Occupant:  If an occupant has been retired by mistake, follow these steps to unretire the occupant:

1. From the main landing page, click Manage Occupants.
2. Use the slide-out filters to find the occupant.
3. Edit the occupant.  The Occupant Details window will open.
4. Scroll down until you see the Retired checkbox at the bottom of the window.
5. Uncheck the Retired
6. Click Save Occupant.

If this occupant meets the forecasting criteria for a recurring inspection and you have auto-scheduling turned on, unretiring and saving the occupant will put it back on the inspection schedule.