I have the unfortunate job of removing a few members from our sales team next week. I’m worried about one of them retaliating if he has a chance. All of them are very active in Hubspot and have tasks and meetings assigned.
I know I can just delete their accounts as soon as they’re terminated, but I’m not sure what happens with all of their tasks & meetings. I would love some suggestions for how to mitigate any risk of lost data or how to make this as seamless as possible for our customers.
Hi @AKAsammy,
That’s very unfortunate, sorry to hear. Here’s what I would do.
1. Deactivate users. As a first step, shortly before or while these coworkers learn about their termination, I would deactivate these users. Other than with deleted contacts, you can still see deactivated users in change logs. If these users are also assigned paid seats, make sure to reassign them.
2. Reassign records. Go through all records (contacts, companies, deals, ticket, custom objects) and re-assign them to other users.
3. Have new owners review records with upcoming activities. On all objects, there is a “Next activity date” property. Instruct the new owners of the records to review all records where Next activity date is known. (This can be done through a filtered view on the object index pages, e.g. Menu > Contacts > Contacts.) They can then decide on what to do – cancel meetings, reschedule meetings, reassign tasks, delete tasks, send emails about the change in point of contact etc. Tasks could be reassigned in bulk, theoretically but there might be a lot of tasks in there which do not apply anymore or are outdated.
4. Delete users. After a while, if there isn’t any need anymore to see change histories, you can delete the users. I usually wait for quite a long time. I want to be able to see deactivated users in change logs. Helps with troubleshooting.
If you’re concerned that users might find out before the official announcement, I would already restrict system critical permissions such as workflows, exports, app marketplace access etc.
Let me know if you have any follow-up questions!
Thank you Karsten!