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Member offboarding — what happens to their content?

Learn how to smoothly handle team member offboarding by capturing undocumented knowledge, reassigning systems and folders, and safely removing user access without losing critical business content.

📋 Run This Checklist Before Deactivating or Deleting an Account

When a team member leaves, the goal is simple: capture what they know before they go, then remove their access cleanly. Run this checklist before deactivating or deleting their account.

🔍 Before They Leave

1. Identify what they own Click into Settings -> Team -> their profile. Note the systems, policies, and training they own.

2. Reassign ownership Open each system they own. In the right panel, change the Owner to the next responsible person. If there's no clear successor, assign yourself temporarily.

3. Capture undocumented knowledge This is the most-skipped step. If they have responsibilities that aren't yet in systemHUB, ask them to spend their final week documenting them. Even rough drafts are better than nothing.

4. Confirm sign-offs are current Run a Members Sign-Off Report filtered to this member. Anything they hadn't signed off on is now an open item, decide whether to reassign or close it.

 

5. Deactivate or delete the account

  • Deactivate if there's any chance they might return, or you want to keep the audit trail.
  • Delete if they're permanently gone, or compliance requires it.

See "Deactivating vs Deleting a Member" for the full comparison.

6. Update folder ownership If they owned folders, those folders also need a new owner. Right-click the folder -> Assign Owner.

7. Spot-check assigned content After offboarding, run a quick search for their name in case they were referenced inside systems ("ask Sarah for X"). Update or remove those references.

⚠️ Common Mistakes to Avoid

  • Deleting before reassigning systems: Leads to orphaned content.
  • Forgetting folder permissions: Forgetting that they owned folders, not just systems.
  • Skipping the final audit: Not running a final sign-off report, you lose visibility on what was pending.

📌 Quick Tip: If you discover orphaned content after deletion, an Admin can reassign owners retroactively from the system or folder edit screen.

🎉 You're All Set!

Your team offboarding process is complete, and your business knowledge remains securely stored and organised. If you run into any issues reassigning content or need further assistance, please reach out to the systemHUB support team!