When an engineer or mobile user leaves your business, it’s important to manage their access securely and maintain accurate records. This guide outlines the key steps to offboard a mobile user through their user profile in Commusoft.
🔧 Step 1: Review and update role permissions
Rather than changing the license type, you’ll need to update the user's role to limit what they can see or do. For example, switching to an “Engineer only” role will remove access to things like global search, customer records, or invoicing.
➡️ Settings > Users > [select user] > Edit licensing details > Change Role
📆 Step 2: Remove them from the diary
To prevent the user from being assigned to new appointments:
Change "Appear on diary" to No in their Business details section.
➡️ Settings > Users > [select user] > Edit business details
📱 Step 3: Adjust mobile diary access (optional)
If the user will continue working during their notice period, you can temporarily limit how far ahead or behind they can view in the mobile diary.
➡️ Settings > Users > [select user] > Mobile settings tab
Set limits for Ability to view events in the past/future
Tick Hide address details to restrict access until the user clicks "Travel"
✅ This is especially useful for field teams using vehicle trackers, as it complements tracking visibility and access controls.
🔒 Step 4: Remove mobile access when needed
When you’re ready to stop the user from accessing Commusoft:
Change their Status to No Access in the Login details section.
➡️ Settings > Users > [select user] > Edit login details > Set Status: No Access
🚫 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 manually delete the app on their last day.
🗓️ Step 5: Reclaim the license on their last day
Once the user is no longer active:
You can only reclaim a mobile license after the user has been deleted.
Make sure to delete the user profile on their last working day.
➡️ Settings > Users > [select user] > Delete