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How to Deactivate a User in Aidium (Team-Level & Enterprise-Level)

This guide provides instructions on how to deactivate a user in Aidium, either at the team level or the enterprise level. Deactivating a user will revoke their access to the associated teams or the entire enterprise, depending on the action taken.

❗️ Important Notes:

  • Team-Level Deactivation: Deactivating a user from a team removes them from that specific team. They may still remain an active member of the enterprise if they belong to other teams. However, if the user is removed from their last remaining team, they’ll also be deactivated from the enterprise automatically.

  • Enterprise-Level Deactivation: Deactivating a user at the enterprise level removes them from all teams within the enterprise and revokes their access across the organization. They are also removed from the enterprise itself, so they will no longer have access to the platform.

Deactivating a Team-Level User

When a user is deactivated at the team level, they are removed from a specific team but may still remain an active member of the enterprise, which allows them to retain access to other teams within the organization (if applicable). However, if they are removed from the last team they are part of, they will be deactivated at the enterprise level as well.

Step-by-Step Instructions:

  1. Navigate to Team Settings:

    • Log in to your Aidium account.

    • From the main dashboard, go to the Team Settings menu.

  2. Access the Teams Section:

    • In Team Settings, click on Teams to view all teams and their members.

  3. Select the Team Member to Deactivate:

    • Locate the team member you wish to deactivate.

    • Click the three dots (ellipses) next to their name to open more options.

  4. Initiate Team-Level Deactivation:

    • In the dropdown, select Deactivate Member.

    • This will immediately remove the user from the specific team but retain their enterprise-level account.

  5. Reassign Member's Records:

    • Reassign the user’s records such as Automation Actions, Contact Assignee, Task Assignee, Transaction Owner, etc., to another active team member.

  6. Finalize the Deactivation:

    • Once the user is deactivated, they will no longer be able to access the selected team, but can remain part of the enterprise or other teams within the organization. if they are removed from the last team they are part of, they will be deactivated at the enterprise level as well.

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👍 This concludes the process for deactivating a user from a team. 

 

Deactivating an Enterprise-Level User

Deactivating a user at the enterprise level removes them from all teams within the enterprise and revokes their access across the organization. They are also removed from the enterprise itself, so they will no longer have access to the platform.

Important Notes:

  • Record Retention: Their name and activity remain visible in historical records. For example, if they created a contact or completed a task, their name will still appear next to that action. This helps maintain a clear history of who did what, even after the user has been deactivated.

Step-by-Step Instructions:

  1. Navigate to Enterprise Management:

    • Log in to your Aidium account.

    • From the main dashboard, go to Enterprise Management.

  2. Access the Enterprise Members Page:

    • Within Enterprise Management, click on Members to view all users within your enterprise.

  3. Select the Enterprise Member to Deactivate:

    • Find the user you want to deactivate at the enterprise level.

    • Click the three dots (ellipses) next to their name to open more options.

  4. Initiate Enterprise-Level Deactivation:

    • From the dropdown, select Deactivate.

    • This will remove the user from all teams and revoke their access across the enterprise.

  5. Reassign Member's Records:

    • You must reassign the user’s records such as Automation Actions, Contact Assignee, Task Assignee, Transaction Owner, etc.

    • A list of teams associated with the user will appear. You can either manually reassign each record or use the toggle option to reassign to the same member for all teams.

      • Note: The reassignment list will only include users who are members of all the same teams as the deactivated user. If no such user exists, you can reassign to a team Owner or Admin, as they have access to all teams.

    • Choose the new member for reassigning records to ensure that workflows continue uninterrupted
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  6. Finalize the Deactivation:

    • The user will no longer have access to any teams within the enterprise. 

Deactivate Enterprise Member

 

Reactivation: Currently, there is no direct option to reactivate a deactivated user. If you need to reactivate a user, please reach out to our support team for assistance, and we'll help you through the process.

Reassigning Records: Reassigning records is a mandatory step during deactivation. This ensures that all tasks, contacts, and automations linked to the deactivated user are properly managed by active team members, preventing any disruptions in workflows or communications.

💡  The reassignment list will only include users who are members of all the same teams as the deactivated user. If no such user exists, you can reassign the records to a team Owner or Admin, as they have access to all teams and can take over the deactivated user's responsibilities.

👍 This concludes the process for deactivating a user from a enterprise.