With any multi-person company, there will probably be employee turnover eventually. Transitioning the contacts and other activity from a departing employee's CRM account to their new replacement or other existing users can be critical to making that transition as smooth as possible. This tutorial walks you through those steps so that you can get back to work!
Click on a step below to jump to a specific step:
- If necessary, transfer account ownership.
- If necessary, lock out departing user.
- If necessary, create account for replacement user.
- Reassign contact and company records, future events, and incomplete tasks.
- Delete the departing user’s account.
In some cases, the departing user may be the current owner of the CRM account. (Whoever creates the account is the owner by default, but ownership can be transferred at any time.) The owner of the account cannot be removed, so you’ll need to transfer ownership to another user before deleting the departing user’s login.
For this step, you’ll need Less Annoying CRM’s help. Simply go to the lower left corner and click on the help button. From there, fill out the contact form and let us know that you’d like to change ownership, along with which user should be the new owner of the account.
The process for transferring ownership begins with an email verification sent to the address of the user who should be the new owner of the account. Next, the Less Annoying CRM team generates an email to the current owner’s email address. That email will contain a link that the current owner can click to authorize transfer of account ownership to another user on the account (the email will mention who will be the new owner). For security reasons, this is the only way to quickly transfer ownership of an account, as it involves no judgment by the LACRM team. Ownership transfers usually go very smoothly, but are occasionally a touchy issue!
Note that the owner always had admin rights, so whoever becomes the new owner will be able to remove the departing former owner, even if there were no other admins on the account previously.
There are still a couple of steps to fully transferring a departing user’s information, but if you would like to rescind that user’s ability to log into the CRM and see system data effective immediately, you can do that via the Users page in Settings. Any user with admin rights can lock the departing user’s account. (The owner can never be locked out, which is why any required ownership transfers must come before this step!)
Locking out a user does not remove them from your account! You will still be charged for any locked user that remains on your account at the time of your monthly billing. Locking out is designed to temporarily suspend access to the CRM for security reasons, not as a way of removing a user from the account entirely.
In many cases, a user will be departing and a new user will be replacing them. If you plan to transfer any contacts or other CRM information from your departing user to their replacement, you’ll want to create that user’s login now. You can do that from the Users page. Check out the video on that page for help creating an account, or our help section on the subject.
If you’re not planning on reassigning anything from your departing user to the new user, you can wait on this step until later.
The reason to create a totally new user rather than just changing the name and credentials on your departing user’s account is to preserve CRM history -- historical entries in the CRM will still show your departing user’s name as long as you delete them, rather than renaming them. Renaming the departing user will cause those historical entries in the CRM to show the replacement user’s name instead, which is typically not ideal.
On the Users page, click "Delete" below the user's name. This will open a window where you can reassign that user's contact/company records, future events, and incomplete tasks. If you choose not to reassign these, they will be deleted.
Once everything is transferred, click "Delete user." This will remove the user from your account. If you delete a user by mistake and need to restore them, please contact us!