Best Practices: Managing Project Transfers During User Account Deactivation

When a team member leaves your organization or needs to have their Findem account deactivated, it's important to understand how this affects their projects, any associated integrations, and what steps you should take to ensure business continuity.

Before Deactivation

Projects can only be transferred before a user's account is deactivated. Once an account has been disabled, you will no longer have the option to transfer their projects. To maintain access to important work:

• Identify which active projects need to be preserved
• Determine which team members should receive these projects (and, if applicable, who should take over the departing user's seat/license)
• Complete all transfers before proceeding with account deactivation
• Review and disconnect any external integrations tied specifically to the user's account so no orphaned connections remain after deactivation

During Deactivation

When deactivating a user account, you'll have the opportunity to specify which team member should receive the departing user's active projects and, where relevant, their seat. This ensures a smooth transition and prevents work disruption.

Note:

Projects are not automatically transferred to other organization users when an account is deactivated. You must explicitly request transfers during the deactivation process. If you want another user to take over the departing user's seat and projects, clearly indicate which user should receive the seat and which user's projects should be moved.

After Deactivation

Once a user's account has been deactivated:

• Any projects not transferred before deactivation will become inaccessible
• The user can be fully removed from your team only after their seat and projects have been reassigned, so no work or access is left without an owner

If you need temporary access to a deactivated user's account, you can request that Findem Support reactivate the account and then deactivate it again once you're finished. This follow-up deactivation can be handled within the same support request; you do not need to open a separate ticket unless you prefer to do so.

You can also ask Findem Support to schedule future deactivation. In your request, specify the exact date and preferred time (including the timezone, such as end of day Pacific time), and mention any holiday-related adjustments so deactivation happens at the appropriate time.

Project Transfer Details

When projects are transferred to another active user:

• The project version history will still show the original creator.
• New changes will reflect the new owner.
• We recommend contacting Findem Support to ensure proper project transfer. In your request, include which departing user's seat and projects should be reassigned, which active user should receive them, and any instructions about related campaigns or workflows so Support can complete the reassignment accurately.

Best Practices

To ensure continuity of work and preserve important project information:

1. Identify critical projects, campaigns, and workflows that need to be maintained.
2. Complete all project and seat transfers before initiating the deactivation process, and clearly state in your request whether any assets, seats, or data should be transferred (or explicitly confirm if no transfer is required).
3. If necessary, make alternative arrangements to preserve project data before the account is removed (for example, by transferring ownership or confirming that projects will be archived).
4. Consider reaching out to Findem Support. When you do:
   • Include the departing user's or seat holder's full name (and email, if available).
   • Specify whether assets, seats, or data should be transferred to another account and, if so, the recipient user's name and email.
   • For seat swaps, state clearly what should happen to the departing user's projects and acknowledge any impacts on active campaigns (for example, that transferring a seat may stop those campaigns).
   • For partner account offboarding, provide the partner account name, a concise reason for offboarding (such as the end of a pilot program), and the requester's name and role so the team can verify the request and follow up if needed.
5. Review and disconnect any user-specific integrations (such as HR, ATS, or other third‑party tools) as part of your offboarding checklist.
6. Archive or pause any projects, campaigns, and workflows tied to deactivated users or former seat holders to avoid unintended activity once their seats are removed, and mention this plan in your deactivation request (for example, confirming that their projects can be archived).
7. After completing license reallocations, deactivations, and the archival/pausing of associated assets, send a brief confirmation to relevant stakeholders so they know cleanup is complete and can proceed with follow-up tasks, such as onboarding a newly assigned recruiter.

Following these guidelines will help your team maintain access to important work and ensure a smooth transition when team members, partners, or pilot programs end.