When a colleague leaves, reassign their companies and tasks, then deactivate their user — don't rename or reuse the old account.
This article covers:
- Reassigning their companies
- Reassigning their to-dos and phone calls
- Deactivating their user
- What being someone's account manager actually controls
Reassigning their companies
- Go to Advanced search.
- Mark Companies to only handle companies.
- Filter by Account manager and choose your colleague to list every company assigned to them.
- Select all the results, then choose Update companies from the actions menu and set the new Account manager. If your account allows several account managers per company, choose Set as sole account manager first. With the default, Add, your colleague stays account manager on every company alongside the new one.
This only reassigns companies. Do the same again on the Tasks tab to move their to-dos and phone calls too, and on the Opportunities tab for their opportunities. See below.
Reassigning their to-dos and phone calls
You can do the same thing for their to-dos and phone calls — just switch to a different tab in Advanced search:
- In Advanced search, mark Tasks (called Activities in some accounts). It covers to-dos and phone calls.
- Filter by User and choose your colleague.
- Select all the results, then choose Update activities and set the new User.
Their opportunities are moved the same way: mark Opportunities, filter by User and choose your colleague, select all the results, then choose Update opportunities and set the new User.
Deactivating their user
We don't recommend renaming an existing user account for someone else, even if it feels quicker. Deactivate the old user and create a new one instead.
Deactivating a user:
- Keeps their history intact. Every company, activity, order and appointment stays correctly attributed to them — nothing is deleted or reassigned automatically.
- Frees up a licence seat that you can use straight away for the new person.
An admin can deactivate a user under Settings → Account → Users & roles.
What being someone's account manager actually controls
Some roles only see the companies they're the account manager for. If companies stay assigned to a deactivated user, they can become invisible to whoever takes over — another reason to reassign account managers right away.