When an employee leaves your business, it's crucial to correctly manage their departure within Commusoft to protect your data, secure your system, and free up licenses for new team members. This structured offboarding workflow ensures a smooth transition, preventing former employees from accessing company or customer information and allowing you to efficiently manage your license allocation.
How to access user profiles
The following steps are all completed within the user's profile. You can perform these actions at different stages of the offboarding process, depending on your company's procedures.
➡️ Go to your Profile icon → Choose Settings → Locate Users in the Categories menu → Click View next to Users
Step 1: Review and update user role permissions
This is the first and most important step to restrict what a user can see and do in Commusoft. For example, switching to the “Engineer” role will remove access to things like global search, customer records, or invoicing but still allow actioning appointments.
From the user list, find the employee who is leaving and click Edit licensing details in the Actions column.
In the User role section, click Change role.
Select a role with limited permissions and click Save.
Step 2: Adjust mobile diary access
If the user needs to continue working during their notice period, you can limit their diary view and hide sensitive customer information to prevent access to data outside their immediate schedule.
In the user's profile, go to the Mobile settings tab.
From the 'Ability to view events in the past' dropdown, select the number of days of diary history the user can see.
From the 'Ability to view events in the future' dropdown, select the number of days of future appointments the user can see.
Tick the 'Hide address details' checkbox to blur the customer's address until the user is travelling to the appointment.
Click Save.
Step 3: Remove a user from the diary
To prevent the user from being assigned to any new appointments, you should remove their diary access.
In the user's profile, go to the Business details tab.
Change the 'Appears on diary' setting to No.
Click Save.
Don't complete this step during any notice period the employee is required to work, as this will restrict all access to their diary/schedule.
Step 4: Remove mobile access
When you're ready to fully revoke the user's access from the mobile app, you need to change their login status.
In the user's profile, go to the Login details tab.
Change the Status from Active to No Access.
Click Save.
This will prevent the app from updating with new data, but it does not log the user out automatically. If they're using a personal device, request that they delete the app.
Step 5: Delete the mobile app
Depending on whether your employees use personal or company-provided devices, you'll need to ensure the Commusoft app is removed.
Personal devices: The employee should be asked to delete the Commusoft app from any mobile devices (phones and tablets) before they leave on their last day. This removes all data stored locally on the device.
Work devices: Retrieve the device(s) from the employee and delete the app to remove their login, freeing up the device for another employee to use.
Ensure that any work completed on their last day has synced to the web before deleting the app to prevent any data loss.
Step 6: Reclaim a user's license
On the employee's last day, you can reclaim their license. This action is irreversible and permanently deletes their user profile.
From the user's profile, click Quick links in the top-right corner.
Select Delete user from the dropdown menu.
A confirmation pop-up will appear. Type delete and click Confirm.
Effects of Deleting a User on Licenses
When you delete a user from your Commusoft account, it’s essential to understand how this action affects your licenses and billing. Deleting a user does not remove the associated license from your account immediately, but makes it unallocated and available for another user.
Contracted licenses: These are contracted for a 12-month term. The total number of contracted licenses remains unchanged until the contract renewal date. Billing continues until the end of the contract period, even if some licenses remain unallocated.
Monthly licenses: This license type is charged for the month ahead. It can be deleted if you no longer require it after the assigned user is deleted; however, the charge for the entire month is non-refundable.
Daily licenses: This license type is charged retroactively for days used in the previous month. It can be deleted at any time when no longer required after the assigned user has been deleted.
To find out more about license types, check out the Licenses article.
Common questions
💭 What happens to a user's data when I delete them?
All data created by the user during their employment remains on your account; it is not deleted with the user. The name will remain exactly as shown on the user profile for historical accuracy. Ensure the name is correct, as this cannot be changed once the user is deleted.
💭 What is the difference between setting a user to 'No Access' and deleting them?
Setting a user to 'No Access' revokes their ability to log in on the web and sync new data but keeps their historical data intact. Deleting a user permanently removes their profile and frees up the license.
💭 Why should I change the user's role first?
Changing the role is the quickest way to limit their permissions across the entire system, providing an immediate layer of security while you complete the other offboarding steps. If you need the employee to perform all duties as normal before their final day, skip this step.
💭 What happens if I rename a user instead of deleting them and creating a new one?
All historical data created by the original user will be updated with the new details, such as the employee's name. This means your historical data, including past jobs, forms or invoices, will display the new name and become inaccurate.
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