Offboarding users

Offboarding users

The Offboarding feature in ApprovalMax allows you to remove users from your Organisation without leaving behind incomplete tasks or workflow issues. During offboarding, you can also assign replacements to maintain continuity across workflows and approval requests.
When should you offboard a user?

Offboarding is needed when someone leaves your Organisation or no longer requires access to ApprovalMax.

You’ll need to:

  • Remove their access and roles in all workflows

  • Reassign their responsibilities in any approval steps or open requests

  • Remove any delegations assigned to them

Who can offboard users?

Only Organisation Administrators and Account Owners can offboard users.

The following roles can be offboarded:
  1. User
  2. Auditor
  3. Administrator
NotesPlease note: The Account Owner cannot be offboarded.
How to offboard a user
  1. 1. Go to Workflows and settings > Users under your Organisation:

       


  1. 2. Click on the Three-dot icon next to the user you want to delete and select "Offboard":



  1. In the pop-up window, review all workflows the user is involved in. You can either:

    • Click on REMOVE FROM WORKFLOWS to remove them directly

                     

  • Or assign a replacement for each role, then remove the user

                     

NotesPlease note: You can remove a user from future workflows as a Requester, but it is not possible to remove or replace them in requests that have already been created.

NotesPlease note: If the REMOVE FROM WORKFLOWS button is greyed out, it means the user is the only Requester or Approver in one or more workflow steps. In this case, assign a replacement first — even in deactivated workflows.

  1.  Next, review all open approval requests involving this user, here you can:   
    1. Assign the same replacement to all requests, or
    2. Choose a different person for each request
      

  1. Click on OFFBOARD in the upper right-hand corner to complete the process.
Troubleshoot offboarding issues

If you encounter an error like the one below while trying to offboard a user — particularly in Organisations created before 2020 — it may be due to workflows that don’t have a Requester or Approver defined for one or more steps.

To resolve this:

  • Check all workflows, including inactive ones, and ensure that each step has at least one Requester or Approver assigned

  • Once this is corrected, you'll be able to offboard the user and assign a replacement successfully

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How user deletion impacts reporting

Once a user is offboarded (deleted), you can no longer access or filter reports with their name.

It’s not possible to:

  • Generate reports showing the offboarded user's name

  • Run reports for requests they created

Please note: Export any reports you might need that include a user's activity before offboarding them.

 

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