Learn how to securely deactivate a departing staff member and reassign their data, contacts, properties, and tasks across your system.

This article covers:

• Deactivate staff member access
• Backup or export data
• Reassign contacts
• Reassign properties
• Reassign task lists/To Do list
• Reassign calendar events
• Reassign email alerts
• Delete the staff member's user

Step 1: Deactivate staff member access

1. Go to: Settings > User Management
2. Select the departing staff member's profile
3. Untick the Login Access tickbox as per below and click Save/Update
   

4. Scroll down to Administrative Actions
5. Click Invalidate Login Sessions
   

The confirmation pop-up box will appear, telling you that the user will be required to sign in again.

6. Click Proceed

Step 2: Backup or export data

1. Go to: Housekeeping > Backup/Export Data
2. Select the departing staff member via the Filter by Staff drop-down menu
   
3. Tick the desired data you would like to export
4. Click Export Data

An email with a compressed file will be sent to the exporting user. This file can be downloaded and includes all the exported data in “.csv” files.

Step 3: Reassign contacts

It is advised that the contacts be reassigned to another staff member and placed into a custom contact category. We recommend creating a category named after the departing staff member and restricting access to it, so only you or other Full Access Users can view it.

After creating a custom contact category, you can start reassigning the contact data.

1. Go to Contacts
2. Click the Filter Contacts tab
3. Select the name of the departing staff member in Marketing Contact
   
4. Click Search
   
   A list of all contacts assigned to the departing staff member you have selected will appear in the search results. You can now reassign the contact data.

Click on:

• Assign To Category - Bulk assign these contacts to the custom contact category you created in the name of the departing staff member
• Assign Marketing Contact - Bulk assign a new marketing contact
• Update Access - Bulk remove and assign who has access to view/read and edit these contacts
  

5. Repeat the above steps once more to reassign the contacts of the departing staff member, where they are attached as Marketing Contact #2

Step 4: Reassign properties

To reassign properties:

1. Go to: Properties > Filter Properties
2. Update the Property Class to include For Sale or Lease (depending on the properties the departing staff member is attached to)
3. Ensure that the property status is set to Any
   
4. Select the name of the departing staff member in the Agent section
5. Select Agent #1 from the drop-down menu
   
6. Click on Search

A list of all properties assigned to the departing staff member you have selected will appear in the search results, where they are listed as Agent #1 as the Contact/Enquiry: Staff Member(s) on the property card.

7. Click the Update Enquiry Staff tab
8. Assign the new Enquiry Staff
   

8. Click Update Contact/Enquiry Staff #1
9. Repeat the above steps once more to reassign the properties of the departing staff member, where they are attached as property Agent #2

Step 5: Reassign task lists/To Do list

1. Go to: Housekeeping > Reassign Task List
2. From - Select the departing staff member
3. To - Select the staff member being assigned the departing staff member's tasks
   
4. Click Transfer Now

A pop-up box will appear, asking you to confirm this step, as the action cannot be reversed.

5. Click Proceed

This transfer will be logged under the Last 50 Transfers log.

Step 6: Reassign calendar events

1. Go to: Housekeeping > Reassign Calendar Events
2. From - Select the departing staff member
3. To - Select the staff member being assigned the departing staff member's calendar events
   
4. Click Reassign Now

A pop-up box will appear, asking you to confirm this step, as the action cannot be reversed.

5. Click Proceed

This transfer will be logged under the Last 50 Reassigns log.

Step 7: Reassign email alerts

1. Go to: Housekeeping > Reassign Email Alerts
2. From - Select the departing staff member
3. To - Select the staff member being assigned the departing staff member's email alerts
   
4. Click Reassign Now

A pop-up box will appear, asking you to confirm this step.

5. Click Proceed

This transfer will be logged under the Last 50 Reassigns log.

Step 8: Delete the staff member's user

1. Go to: Settings > User Management
2. Select the departing staff member's profile
3. Click Remove
   

A pop-up box will appear, asking you to confirm this step and providing instructions.

4. Click Proceed