Remove vs. deactivate

• Deactivate: keeps the user record and their history, but blocks sign-in. Use this when someone leaves temporarily or you want to preserve audit trails.

• Remove: fully detaches the user from your organization. Their past actions remain in audit logs, but the seat is freed.

Before you off-board

1. Reassign their clients to another Sales rep so coverage isn't dropped.

2. Cancel or reassign any pending proposals they own.

3. If they're a Custodian, reassign their vault duties to another Custodian.

4. Disconnect their personal Gmail/Outlook integration under their My Preferences if you have access, or have them do it.

Deactivate a user

1. Go to Settings → Organization Settings → Team Members.

2. Find the user and click the actions menu (•••).

3. Choose Deactivate. They lose sign-in access immediately.

4. To reactivate, use the same menu and choose Reactivate.

Remove a user

1. In Team Members, open the actions menu (•••) for the user.

2. Choose Remove from Organization.

3. Confirm. Their seat is freed and they can no longer sign in to your org.

Note: You cannot remove the last Admin in an organization. Promote another user to Admin first.

What's preserved

• Audit logs of their actions.

• Documents they uploaded and vaulted.

• Proposals they sent (ownership stays with the org).

• Notifications they generated for others.

Frequently asked questions

"Cannot remove last admin" error.
Promote another user to Admin under Team Members, then retry the removal.

Deactivated user still receives email notifications.
Email notifications stop on next sync. You can also manually disable their notification preferences before deactivating.

Need them back later.
Reactivate the user, or re-invite them with the same email if they were fully removed.