Deactivate, offboard or delete a user in Leadnote

When someone leaves, deactivate them. This closes their access and frees their seat, and all their data stays in Leadnote. To hand over their leads, tasks and lists at the same time, use Offboard.

All of this is on the Users page: open Settings, then Add & Manage Users / Team. Open the row menu of the person (the three dots) to find each action.

Choose the right action

Deactivate a user

1. Open the Users page.
2. In the row menu of the person, choose Deactivate user, and confirm.

When you deactivate someone:

• They are signed out on every device, and their remembered (trusted) browsers are forgotten.
• They can no longer sign in.
• Their seat is freed.
• Lists they owned go to the Account Owner.
• API keys they created stop working. They stay revoked if you reactivate the person.
• Leads and tasks assigned to them stay assigned to them. They are skipped by round robin, so they do not get new leads.

You cannot deactivate yourself or the Account Owner. To deactivate many people, tick their rows and choose Deactivate in the bar that appears. Rows that cannot be changed are skipped and listed in the result, and the others still go through.

To bring someone back, choose Activate user. It needs a free seat. Read Seats and user limits.

Offboard a person

Offboarding is the cleanest way to handle someone leaving. It works as a four-step wizard: Review, Hand over, Confirm and Done.

1. In the row menu, choose Offboard....
2. Review shows what the person holds: leads, tasks, lists, templates, documents, sessions, trusted devices, API keys and teams.
3. In Hand over, pick who takes what. You can use Move everything to one person, or decide per category. For leads you can Give them to one person, Share them across a team (round robin), Give each to the owner of its list, or Leave them unassigned. Open tasks can be given to a person, shared across a team, or kept as they are. Finished tasks never move.
4. Choose what happens to API keys the person created (Revoke them or Keep them working) and the Final state: Deactivate (keeps history, frees the seat) or Delete the user (only if nothing refers to them). You can add a reason, which is kept in the audit log.
5. Check the summary on Confirm and finish.

Everything happens together or not at all, and nothing changes before the last step. The person is signed out everywhere and removed from list access, round robin and their teams.

The wizard stops you in three cases: the person is the Account Owner, the person is you, or the person is the only administrator left. Owners and Managers can both offboard, but by default only the Account Owner can choose to delete.

Transfer data without removing access

Transfer data in the row menu moves every lead assigned to the person and every list they own to a user you choose. It does not move tasks, templates or documents. Use Offboard when you need those too.

Delete a user

Choose Delete user. If the person still has leads or lists, the dialog offers Transfer and delete so you choose who takes them. If the person is still referenced elsewhere in the system, Leadnote refuses the delete and asks you to deactivate them instead. The Offboard wizard handles this case for you: with Delete the user selected, it deactivates the person when deleting is not possible. If you want to keep their access history, deactivate rather than delete.

Help someone who is locked out

Set password and Reset two-factor are in the same row menu. Both need your own password (and a code if you use two-factor) and only work on people who rank below you. The steps are in actions that ask for your password again.

Mark someone unavailable

For short absences, choose Mark unavailable in the row menu. This marks the person as on vacation, and team round robin skips them until you choose Mark available. See round robin lead assignment.

On the mobile app

Account Owners and Managers can deactivate and reactivate a person, set a password and reset two-factor from Manage users. Offboarding, transferring data and deleting a user are web app actions.